Infor VISUAL System-wide User’s
Guide
Copyright © 2022 Infor
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Publication Information
Release: Infor VISUAL 9.0.8
Publication date: July 8, 2022
Contents
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Contents – 1
Contents
Chapter 1: About This Guide .........................................................................................................1–1
Prerequisite Knowledge..............................................................................................................1–1
Related Information ....................................................................................................................1–1
Chapter 2: Application Global Maintenance ................................................................................2–1
What Is Application Global Maintenance? ........................................................................................2–2
Accessing Application Global Maintenance......................................................................................2–3
Specifying General Information ........................................................................................................2–4
Specifying Scheduling Information .............................................................................................2–6
Deleting Calendar Selections ...............................................................................................2–6
Specifying Calendar Exceptions...........................................................................................2–7
Deleting Calendar Exceptions ..............................................................................................2–7
Specifying Default Information..........................................................................................................2–8
Specifying System-wide Codes ......................................................................................................2–11
Working with Table Maintenance .............................................................................................2–11
Entering Information into Code Tables...............................................................................2–11
Specifying FOB Point Codes in a Multi-site Database .......................................................2–12
Specifying User Dimensions...............................................................................................2–12
Deleting Information from Code Tables..............................................................................2–13
Working with Reasons Maintenance ........................................................................................2–13
Entering Information Into Reason Tables...........................................................................2–14
Deleting Information From Reason Tables.........................................................................2–14
Working With Accounting Maintenance....................................................................................2–14
Entering Information Into the Department Maintenance Table...........................................2–14
Specifying User Dimensions...............................................................................................2–15
Deleting Information From the Department Maintenance Table.........................................2–15
Entering Information into the Terms Table ...............................................................................2–16
Discontinuing Use of a Term ..............................................................................................2–18
Deleting Terms ...................................................................................................................2–18
Specifying Customer Order Acknowledgment Codes ..............................................................2–19
Deleting Customer Order Acknowledgment Codes............................................................2–19
Entering Harmonization Codes.................................................................................................2–19
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Deleting Harmonization Codes...........................................................................................2–20
Entering National Motor Freight Codes ....................................................................................2–20
Deleting National Motor Freight Codes ..............................................................................2–21
Entering Transaction Categories ..............................................................................................2–21
Deleting Transaction Categories ........................................................................................2–21
Specifying Workflow Codes......................................................................................................2–22
Bid Rate Maintenance ..............................................................................................................2–22
Creating Bid Rate Categories.............................................................................................2–22
Creating Bid Rate Groups ..................................................................................................2–22
Adding Bid Rate Categories to Bid Rate Groups................................................................2–23
Entering Packaging Type Codes ..............................................................................................2–23
Deleting Packaging Type Codes ........................................................................................2–23
Entering Carriers ......................................................................................................................2–24
Deleting Carrier Codes.......................................................................................................2–24
Specifying Other Default Information..............................................................................................2–25
Specifying a Default Sign In Profile ..........................................................................................2–25
Creating Export Formats ..........................................................................................................2–26
Creating XML Payment Export Formats.............................................................................2–27
Building Payment/XML Formats with the Context Menu..............................................2–29
Complex Expressions...................................................................................................2–29
Concatenation ..............................................................................................................2–30
Other Functions............................................................................................................2–31
Using the SQL Dialog Box............................................................................................2–31
Deleting Export Formats...............................................................................................2–31
Entering Address Layouts ........................................................................................................2–32
Deleting Address Layouts...................................................................................................2–33
Copying Address Layouts...................................................................................................2–33
Using Custom Address Layouts .........................................................................................2–34
Maintaining Revision Numbering..............................................................................................2–34
Verifying VISUAL .NET Configuration Settings ........................................................................2–35
Monitoring Reporting Service Print Jobs ..................................................................................2–36
Reviewing Reporting Service Print Job Configurations......................................................2–36
Deactivating Reporting Service Print Job Configurations...................................................2–36
Deleting Reporting Service Print Job Configurations .........................................................2–37
Setting Preferences ..................................................................................................................2–37
Chapter 3: Accounting Entity Maintenance .................................................................................3–1
What is Accounting Entity Maintenance? .........................................................................................3–2
Accessing Accounting Entity Maintenance .......................................................................................3–3
Defining Accounting Entities .............................................................................................................3–4
Specifying Information on the General Tab ................................................................................3–4
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Contents – 3
Specifying information on the Costing tab ..................................................................................3–5
Using the VAT Tab .....................................................................................................................3–5
Specifying General VAT Information ....................................................................................3–5
Setting Up VAT Books..........................................................................................................3–6
Setting Up VAT Percentages and G/L Accounts..................................................................3–7
Specifying VAT Categories...................................................................................................3–8
Using the Intrastat Tab ...............................................................................................................3–8
Specifying Intrastat Settings.................................................................................................3–9
Specifying Additional Intrastat Report Information .............................................................3–10
Specifying ESL Information ................................................................................................3–11
Entering Intrastat Codes.....................................................................................................3–11
Specifying Country Codes............................................................................................3–12
Using the Payment Tab ............................................................................................................3–12
Using the Order Management Tab ...........................................................................................3–13
Maintaining Order Management Codes..............................................................................3–15
Specifying Priority Codes .............................................................................................3–15
Entering Customer Order Types ..................................................................................3–15
Specifying WIP/VAS IDs ..............................................................................................3–16
Entering Customer Types.............................................................................................3–16
Entering Harmonized Tariff Schedule (HTS) Codes ....................................................3–17
Specifying Part Alias Types..........................................................................................3–18
Using the Defaults Tab .............................................................................................................3–18
Specifying Task Rejection Codes.......................................................................................3–19
Chapter 4: Site Maintenance..........................................................................................................4–1
What are Sites? ................................................................................................................................4–2
Accessing Site Maintenance.............................................................................................................4–3
Creating a Site ..................................................................................................................................4–4
Specifying General Site Information ...........................................................................................4–4
Specifying Site Scheduling Information ......................................................................................4–7
Specifying Calendar Exceptions...........................................................................................4–9
Copying Global Exceptions ............................................................................................4–9
Specifying Shipment Tracking Information ...............................................................................4–10
Specifying ECN Information .....................................................................................................4–11
Entering and Deleting Maintenance Codes........................................................................4–13
Entering Maintenance Codes.......................................................................................4–13
Deleting Maintenance Codes .......................................................................................4–13
Specifying Defaults...................................................................................................................4–13
Using the APS Tab ...................................................................................................................4–17
Assigning Import File Paths................................................................................................4–17
Assigning Export File Paths................................................................................................4–18
Assigning APS Import Default IDs......................................................................................4–18
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Setting File Styles...............................................................................................................4–18
Assigning Existing Parts, Resources, Services, and Employees to Sites ......................................4–20
Adding Parts to a Site...............................................................................................................4–20
Adding Services to a Site .........................................................................................................4–20
Adding Shop Resources to a Site.............................................................................................4–21
Adding Employees to a Site .....................................................................................................4–21
Setting Service Charge Defaults.....................................................................................................4–22
Deleting Service Charge Codes .........................................................................................4–22
Chapter 5: Manufacturing Costing................................................................................................5–1
What is Costing?...............................................................................................................................5–2
Types of Manufacturing Costs....................................................................................................5–2
Setting Up Costing............................................................................................................................5–3
About Costing Methods ..............................................................................................................5–3
Considerations Before Choosing a Costing Method...................................................................5–3
Projects/A&D..................................................................................................................5–4
Landed costs ........................................................................................................................5–4
Consignment ........................................................................................................................5–4
Setting Up Standard Costing ......................................................................................................5–4
Specifying Standard Costing Options...................................................................................5–4
Specifying Standards............................................................................................................5–6
Specifying Part Standard Costs .....................................................................................5–6
Calculating Fabricated Part Cost Standards from Engineering Masters ........................5–7
Specifying Shop Resource Standard Costs ...................................................................5–8
Specifying Outside Service Standard Costs...................................................................5–9
Setting up Actual Costing .........................................................................................................5–10
Setting up Average Costing......................................................................................................5–12
Selecting a WIP Costing Method..............................................................................................5–14
Selecting a Receipt Exchange Rate Date ................................................................................5–14
Specifying a POC Revenue Recognition Method...............................................................5–15
Costs and Accounts........................................................................................................................5–18
Shop Resource Maintenance .............................................................................................5–18
Labor Costs..................................................................................................................5–18
Burden Costs................................................................................................................5–19
Part Maintenance ...............................................................................................................5–19
Other Cost Sources ..................................................................................................................5–20
Inventory Adjustments........................................................................................................5–20
Product Code G/L Interface Account Table Overrides .......................................................5–20
Accounts by Product Code...........................................................................................5–20
Account Override Sequence Summary........................................................................5–21
Manufacturing Variances....................................................................................................5–21
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Contents – 5
Material Variance................................................................................................................5–21
Labor Variance ...................................................................................................................5–22
Burden (Overhead) Absorption...........................................................................................5–23
Manufacturing Cost ..................................................................................................................5–23
Inventory Transactions .......................................................................................................5–24
Transaction Types (Basics)..........................................................................................5–25
What is Actual and Projected Cost?...................................................................................5–27
Determining Whether Actual Cost or Projected Cost is Used ............................................5–28
Manufacturing Cost Flow Overview....................................................................................5–28
Purchase Receipts .............................................................................................................5–29
Costing Flowchart.........................................................................................................5–29
Cost Flow Procedure..........................................................................................................5–30
Costing Utilities – Running Receipt Transaction Costing (Work Order Receipts) ..............5–30
Inventory Transaction Costing............................................................................................5–31
Preparing Manufacturing Journals..................................................................................................5–33
Purchase Journals..............................................................................................................5–34
Purchase Receipt Journals.................................................................................................5–34
Work In Process (WIP) Journals ........................................................................................5–35
Finished Goods Journals....................................................................................................5–35
Finished Goods Journals in Actual WIP Costing..........................................................5–35
Finished Goods Journals in Projected WIP Costing.....................................................5–35
Costing Considerations for Finished Goods Returns ...................................................5–36
Shipments Journals............................................................................................................5–36
Shipping Journals in Projected WIP Costing................................................................5–37
Inventory Adjustment Journals (Adjust In or Out)...............................................................5–37
Indirect Labor Journals.......................................................................................................5–37
Example Postings for Journals...........................................................................................5–38
Purchase Receipt Journals ..........................................................................................5–38
Work Order Journals ....................................................................................................5–38
Finished Goods Receipts Journals...............................................................................5–38
Sales (Shipments) Journals .........................................................................................5–39
Inventory Adjustment Journals.....................................................................................5–39
Indirect Labor Journals.................................................................................................5–39
Reporting Invoices Charged Directly to Work Orders.........................................................5–39
Manually Running Costing in the Costing Utilities Window ......................................................5–40
Running Costing Utilities ....................................................................................................5–41
Running Costing with the Costing Service ...............................................................................5–42
Preparing Manufacturing Journals Using the Costing Service ...........................................5–42
Installing the Costing Service .............................................................................................5–43
Scheduling the Costing Service..........................................................................................5–44
Deactivating the Costing Service Schedule for a Site ........................................................5–46
Deleting the Costing Service Schedule for a Site...............................................................5–46
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Removing the Costing Service ...........................................................................................5–46
WIP / Costing – Table Related Discussion...............................................................................5–47
Multi-Currency in Costing .........................................................................................................5–49
Cost Movements.................................................................................................................5–50
Inventory Valuation.............................................................................................................5–50
FIFO Layers from Purchases .............................................................................................5–50
FIFO Layers from Issue Returns..................................................................................5–51
FIFO Layers from Receipts and/or Adjust-In................................................................5–51
Multi-Currency System Cost Flow ............................................................................................5–51
Inventory Transactions .......................................................................................................5–51
Basic Transaction Types ....................................................................................................5–52
P/O Receipts ................................................................................................................5–52
Services........................................................................................................................5–52
Inventory Issue / Issue Returns....................................................................................5–52
Accounts Payable.........................................................................................................5–53
Warehouse Transfers...................................................................................................5–53
Inventory Adjustments In / Out.....................................................................................5–53
Direct Labor / Burden ...................................................................................................5–53
Indirect Labor ...............................................................................................................5–54
Shipments (Sales)........................................................................................................5–54
Tracking Currency Conversion Utility .......................................................................................5–54
Adjusting Inventory Transactions .......................................................................................5–55
Adjusting General Journal Entries......................................................................................5–55
What are Costing Tools/Audits? .....................................................................................................5–56
Data Inconsistencies ..........................................................................................................5–56
Costing Tools/Audit Overview ..................................................................................................5–57
Costing Tools............................................................................................................................5–57
Using Costing Tools .................................................................................................................5–58
Printing Costing Reports...........................................................................................................5–60
Printing Cost of Goods Sold Analysis Reports ...................................................................5–60
Printing Cost Distribution Analysis Reports........................................................................5–62
Printing P/O Accrual Analysis Reports ...............................................................................5–62
Printing Journal Preparation Analysis Reports...................................................................5–63
Printing FIFO Analysis Reports ..........................................................................................5–63
Recalculating Balances & Costs...............................................................................................5–64
Recalculating Distributions .................................................................................................5–64
Recalculating Standard Costs ............................................................................................5–65
Exporting the Recalculate Standard Costs table to Microsoft Excel ............................5–66
Recalculating Inventory Balances or WIP Balances...........................................................5–66
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Chapter 6: Document Maintenance...............................................................................................6–1
What is Document Maintenance?.....................................................................................................6–2
Planning Document Storage.......................................................................................................6–2
Referencing Documents at the Tenant-level and the Site-level .................................................6–3
Opening the Document Maintenance Window .................................................................................6–4
Setting Up Document Categories ...............................................................................................6–4
Maintaining Document Folders .........................................................................................................6–5
Maintaining Default Reference Types...............................................................................................6–6
Adding Documents ...........................................................................................................................6–9
Adding a Document ....................................................................................................................6–9
Setting Allowable Sites for Tenant Documents ........................................................................6–10
Editing Document References..................................................................................................6–11
Viewing Where Documents are Used.......................................................................................6–11
Deleting Document References................................................................................................6–11
Copying and Moving Documents....................................................................................................6–13
Printing Document Listings .............................................................................................................6–14
Referencing Documents .................................................................................................................6–15
Referencing Existing Documents .............................................................................................6–17
Manually Inserting a New Document in the Document Reference Dialog................................6–19
Using Drag-and-Drop to Associate Documents........................................................................6–20
Creating Document References in Maintenance Windows ......................................................6–21
Dragging and Dropping Documents onto Maintenance Windows......................................6–21
Viewing Attached Documents...................................................................................................6–22
Chapter 7: Message Maintenance .................................................................................................7–1
What is Message Maintenance?.......................................................................................................7–2
Setting Events ............................................................................................................................7–2
Event Samples .....................................................................................................................7–5
Creating a Message with Database Information ............................................................7–5
Creating Deadline Recurring Events..............................................................................7–5
Setting Event Detection Preferences..........................................................................................7–6
Processing Events......................................................................................................................7–7
Manually Processing Events ................................................................................................7–7
Fixing Query Error Events ....................................................................................................7–7
Chapter 8: Employees and Buyers ...............................................................................................8–1
What is Employee Maintenance? .....................................................................................................8–2
Starting Employee Maintenance.......................................................................................................8–3
Defining Codes and Shifts ................................................................................................................8–4
Defining Earning Codes..............................................................................................................8–4
Deleting Earning Codes........................................................................................................8–4
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Defining Indirect Codes ..............................................................................................................8–4
Deleting Indirect Codes ........................................................................................................8–5
Copying Indirect Code Information ......................................................................................8–5
Defining Shifts ............................................................................................................................8–5
Creating Employee Records.............................................................................................................8–8
Adding a Picture .........................................................................................................................8–9
Displaying the Picture in the Employee Maintenance Window.............................................8–9
Editing Employee Information.....................................................................................................8–9
Deleting Employee Information ................................................................................................8–10
Assigning Employees to Sites ........................................................................................................8–11
Assigning User Dimensions to Employees .....................................................................................8–12
Printing Employee Information........................................................................................................8–13
Buyer Maintenance.........................................................................................................................8–14
Deleting a Buyer ID ..................................................................................................................8–14
Specifying User Dimensions.....................................................................................................8–14
Chapter 9: Workflow.......................................................................................................................9–1
What is Workflow? ............................................................................................................................9–2
Preliminary Requirements ..........................................................................................................9–2
Workflow and Double-byte Characters.......................................................................................9–3
Starting Workflow..............................................................................................................................9–4
Creating a New Workflow Template ...........................................................................................9–4
Opening an Existing Workflow Template....................................................................................9–5
Understanding Workflow Components .............................................................................................9–6
Menu Bar ....................................................................................................................................9–6
File Menu..............................................................................................................................9–6
Edit Menu .............................................................................................................................9–7
View Menu............................................................................................................................9–7
Help Menu ............................................................................................................................9–8
Using the Main Toolbar ..............................................................................................................9–8
Using the Vertical Toolbar ..........................................................................................................9–9
Using the Status Area...............................................................................................................9–10
Using the Work Area ................................................................................................................9–10
Adding Objects to the Work Area .......................................................................................9–10
Deleting Objects from the Work Area.................................................................................9–10
Rotating Objects in the Work Area .....................................................................................9–10
Moving Objects in the Work Area.......................................................................................9–11
Selecting Multiple Objects in the Work Area ......................................................................9–11
Resizing Objects in the Work Area.....................................................................................9–11
Aligning Objects in the Work Area......................................................................................9–11
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Making Multiple Objects the Same Size.............................................................................9–12
Changing the Text Font Size..............................................................................................9–12
Changing the View Setting .................................................................................................9–12
Adding Rule Lines to the Work Area ..................................................................................9–12
Adding Control Points to Rule Lines...................................................................................9–13
Converting Lines to Curves ................................................................................................9–13
Deleting Control Points.......................................................................................................9–13
Using the Dotted Box..........................................................................................................9–13
Printing the Work Area .......................................................................................................9–14
Using the Print Details Menu..............................................................................................9–14
Exporting Workflows.................................................................................................................9–14
Importing Workflows .................................................................................................................9–15
Using Right-click Menus ...........................................................................................................9–15
Building Workflow Templates .........................................................................................................9–17
Working with Steps .........................................................................................................................9–18
Adding Properties to a Step................................................................................................9–18
Referencing Documents.....................................................................................................9–20
Viewing Status Information.......................................................................................................9–21
Deleting Steps ..........................................................................................................................9–21
Working with Rules .........................................................................................................................9–22
Adding Rule Properties.............................................................................................................9–22
Working with Evaluation Sequences ........................................................................................9–23
Working with Tasks ..................................................................................................................9–23
Deleting Users from Task Lists ....................................................................................9–24
Workflow and Outlook Tasks........................................................................................9–24
Working with Authorizations .....................................................................................................9–24
Working with Statements ................................................................................................................9–26
Using the Workflow Rule Table ................................................................................................9–28
Creating a Workflow Rule/Step Label Statement ...............................................................9–28
Creating a Workflow Rule/Step Status Statement..............................................................9–28
Creating a Workflow Step Time Started Statement............................................................9–29
Creating a Workflow Step Time Last Notified Statement ...................................................9–29
Creating a Workflow Rule Time Complete Statement........................................................9–30
Viewing Workflow Status Codes...............................................................................................9–30
Opening the Workflow Status Codes Window....................................................................9–30
Changing Status Text Language........................................................................................9–31
Selecting Workflow Preferences.....................................................................................................9–32
Logging Workflow Timer Events .....................................................................................................9–33
Using the Workflow Tracker............................................................................................................9–34
Opening Workflow Tracker .......................................................................................................9–34
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Understanding Color Codes in Workflow Tracker.....................................................................9–34
Viewing Rule Status Information ..............................................................................................9–35
Viewing Step Status Information ..............................................................................................9–35
Marking a Step Done................................................................................................................9–35
Marking a Step Undone............................................................................................................9–36
Printing a Workflow Tracker Diagram.......................................................................................9–36
Using the Workflow Gatekeeper .....................................................................................................9–37
Chapter 10: Allocation Utilities....................................................................................................10–1
What is the Allocation Utility? .........................................................................................................10–2
Allocation Processing ...............................................................................................................10–2
De-allocation.......................................................................................................................10–2
Sequencing ........................................................................................................................10–2
Behind the Scenes of the Allocation Process...........................................................................10–3
Setting Up and Running the Allocation Utility ...........................................................................10–3
Understanding Allocation..........................................................................................................10–4
Chapter 11: Data Interchange......................................................................................................11–1
What is Data Interchange? .............................................................................................................11–2
What is EDI?.............................................................................................................................11–2
What is Electronic Commerce? ................................................................................................11–2
What is Integration?..................................................................................................................11–3
Integration Requirements ...................................................................................................11–3
EDI Requirements ....................................................................................................................11–3
Starting the Generate the Data Import Layouts Window ................................................................11–5
Inbound & Outbound Layout Process Overview.......................................................................11–5
Inbound Layout...................................................................................................................11–5
Outbound Layout................................................................................................................11–5
Considerations Before Creating Data Imports Layouts ............................................................11–5
Accessing Layouts..............................................................................................................11–6
File Types...........................................................................................................................11–6
Record and File Naming.....................................................................................................11–6
Tab Access.........................................................................................................................11–6
File Styles...........................................................................................................................11–6
Fixed File Style.............................................................................................................11–6
Fixed Style and Newline...............................................................................................11–7
Delimited File Style.......................................................................................................11–7
Accessibility to Buttons and Boxes.....................................................................................11–7
Accessibility to Options Menu Choices...............................................................................11–7
Mandatory Fields................................................................................................................11–8
Hidden Fields......................................................................................................................11–8
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Default Layouts...................................................................................................................11–8
Using the Generate Data Import Layouts Window ...................................................................11–8
Creating ACK Layouts (Customer Acknowledgements).....................................................11–8
Creating ASN Layouts......................................................................................................11–10
Creating CPO Layouts in VMDIGEN................................................................................11–11
Creating CSH Layouts......................................................................................................11–14
Creating INV Layouts .......................................................................................................11–15
Creating PLN Layouts ......................................................................................................11–16
Creating RCA Layouts......................................................................................................11–17
Creating VPO Layouts......................................................................................................11–18
Creating WSA Layouts .....................................................................................................11–18
Defining Record Layouts ..................................................................................................11–19
Joining Tables ..................................................................................................................11–21
Associating Customers to Outbound Layouts ..................................................................11–22
Printing Length Discrepancies..........................................................................................11–22
Flushing Temporary Cash Tables ....................................................................................11–23
Starting the Data Import Exchange Window.................................................................................11–24
Importing and Exporting Data In the Data Import Exchange Window ....................................11–24
Examining Log Files After Importing and Exporting .........................................................11–25
Error Logs...................................................................................................................11–25
Successful Transactions (Good) Logs .......................................................................11–27
Insert/Update Logs.....................................................................................................11–31
Autogenerate Logs.....................................................................................................11–32
Setting Session ID Preferences........................................................................................11–33
Running the Data Interchange Utility in Command Line Mode...............................................11–33
Integration Requirements .......................................................................................................11–35
Customer Order Information (Inbound) ............................................................................11–35
EDI Transaction 850 - Purchase Order ..................................................................................11–36
Planning Information (Inbound) ........................................................................................11–36
EDI Transaction 830 - Planning Schedule........................................................................11–36
Shipping Information (Outbound) .....................................................................................11–37
EDI Transaction 856 - Advance Shipment Notice ............................................................11–37
Invoice Information (Outbound)........................................................................................11–37
EDI Transaction 810 - Invoice ..........................................................................................11–37
A Glossary of EDI Terms........................................................................................................11–38
ANSI X12 EDI Transaction Sets.............................................................................................11–38
Tips for Successful Importing and Exporting ..........................................................................11–44
Customer Orders (CPO)...................................................................................................11–44
Advance Ship Notices (ASN)............................................................................................11–45
Invoices (INV)...................................................................................................................11–45
Forecasts (PLN) ...............................................................................................................11–46
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Special Notes ...................................................................................................................11–46
Purging Prior: A Few Hints ...............................................................................................11–47
Adding a Trading Partner Name to an ASN (EDI 856).....................................................11–47
Adding a Customer as an EDI Customer .........................................................................11–48
About This Guide
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Chapter 1: About This Guide
This guide covers features that affect multiple areas of VISUAL. The chapters are:
Application Global Maintenance
– This chapter describes how to set up basic default information
that applies to your entire enterprise. If you have multiple accounting entities and sites, the
information you set up in Application Global Maintenance applies to all of your accounting entities and
sites.
Accounting Entity Maintenance
– This chapter describes how to set up accounting entities.
Site Maintenance
– This chapter describes how to set up sites.
Costing
– This chapter discusses the impact of using the various costing methods.
Document Maintenance
– This chapter describes how to add documents and URLs to your
database that you can reference in other records.
Message Maintenance
– This chapter describes how to use the messaging system.
Employee Maintenance
– This chapter describes how to set up employee records in your database.
Workflow
– This chapter describes how to set up workflows. Workflows are a set of predefined
conditions that you can use to guide users through specific business tasks.
Allocation Utilities
– This chapter describes how to use the Allocation Utilities to perform soft
allocations of supply quantities to customer order demand in a “batch mode.
Data Interchange
– This chapter describes how to use Electronic Data Interchange, an optional
module that imports and exports data into and out of VISUAL.
Prerequisite Knowledge
You should be familiar with the information in the Infor VISUAL Concepts and Common Features
Guide.
Related Information
These guides contain information related to this guide:
1 – 2
|
Infor VISUAL System-wide Features Guide
Infor VISUAL Sales User’s Guide
Infor VISUAL Purchasing User’s Guide
Infor VISUAL Inventory User’s Guide
Infor VISUAL Manufacturing User’s Guide
Application Global Maintenance
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|
2 – 1
Chapter 2: Application Global Maintenance
This chapter describes these topics:
Topics
What Is Application Global Maintenance? ...................................................................................... 2–2
Accessing Application Global Maintenance .................................................................................... 2–3
Specifying General Information ...................................................................................................... 2–4
Specifying Default Information........................................................................................................ 2–8
Specifying System-wide Codes .....................................................................................................2–11
Specifying Other Default Information............................................................................................ 2–25
What Is Application Global Maintenance?
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What Is Application Global Maintenance?
Use Application Global Maintenance to set up information about your tenant or “corporate parent.”
Each database can have only one tenant. Most of the information you define in Application Global
Maintenance applies to all accounting entities and sites in your database. You can override some
information you define in Application Global Maintenance in Accounting Entity Maintenance or Site
Maintenance.
Information defined at the tenant level includes:
Certain application-wide information, such as purchase quote type, the default directory for
documents, and interface theme
Common codes, such as Honorifics, Packaging Types, Carriers, Workflow Codes, Commodity
Codes, and Units of Measure
Accessing Application Global Maintenance
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Accessing Application Global Maintenance
Use Application Global Maintenance to define the tenant. To access Application Global Maintenance,
select
Admin
,
Application Global Maintenance
.
Specifying General Information
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Infor VISUAL System-wide Features Guide
Specifying General Information
Use the General tab to specify this information:
Corporate address
Barcode transaction system time limit
Number of recently used files to display in the File menu of certain windows
Purchase quote type
Synchronizer records setting
To specify information on the General tab:
1
Click the
General
tab.
2
In the address fields, specify your company’s corporate name and address.
If you have multiple accounting entities or multiple sites, you can specify different addresses for
your accounting entities in Accounting Entity Maintenance and for your sites in Site Maintenance.
If you have one accounting entity and one site, specify the company address in Application Global
Maintenance. The address information in Accounting Entity Maintenance and Site Maintenance is
not used in a single accounting entity, single site database.
3
If you are licensed to use the Barcode Transaction System, in the Barcode Transmission System
section specify the number of minutes to wait for a response from the system before the current
transaction is cleared.
4
To specify the number of recently accessed records to display, click the
Recent File List Limit
arrow and select the number of records you would like to add to the File menu.
You can choose to list up to 9 records.The recently used files list is used in these applications:
Customer Maintenance
Sales Order Entry
Sales Order Management Window
Purchase Order Entry
Purchase Order Management Window
Part Maintenance
Vendor Maintenance
The recently used records setting you specify is applied to all of the applications that support the
recently used file list. You cannot use the recently used records feature in only some of the
applications. If you specify a number in the Recently Used Records field, then all of the
applications that support the feature will display a list of recently used records.
Recently used records will be tracked and displayed on the File menu after you specify a setting
in the Recent File List Limit field.
To de-activate the feature, specify 0 in the Recent File List Limit field.
5
In the Purchase Quote Type section, specify how to enter quantities in vendor quotes. Click one
of these options:
Specifying General Information
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Quantity-break tables
To specify a default price that applies to quantities from 1 to the quantity
you specify in the first quantity break, click this option.
For example, presume you specified this vendor pricing information:
If you ordered a quantity between 1 and 24, the vendor would charge $50 per unit. If you ordered
a quantity between 25 and 49, the vendor would charge you $40 per unit. If you ordered a
quantity between 50 and 99, the vendor would charge you $30 per unit. If you ordered a quantity
of 100 or more, then vendor would charge you $20 per unit.
Up-to-Quantity
– To specify a default price that applies to quantities greater than the largest up-to
quantity you specify, click this option.
For example, presume you specified this vendor pricing information:
If you ordered a quantity between 1 and 25, the vendor would charge $50 per unit. If you ordered
a quantity between 26 and 50, the vendor would charge $40 per unit. If you ordered a quantity
between 51 and 100, the vendor would charge $30 per unit. For all quantities 101 and above, the
vendor would charge the default price of $20 per unit.
6
To create Synchronizer Records for your warehouse management system, select the
Create
Synchronizer Records
check box.
7
To display the Financial menus, select the Financial Interface in Use check box. If you are
licensed to use VISUAL Financials, you can access the applications from the financial menus. To
hide Financial menus, clear the check box.
8
In the Default Oldest Open Invoice section, specify a default setting for defining the oldest past
due customer invoice. The system uses this information to help determine if the customer has an
unpaid invoice that exceeds the receivable aging threshold that you specify in Customer
Maintenance. The setting you specify in Application Global Maintenance is applied to any new
customers you create. You can override the setting in Customer Maintenance. Click one of these
options:
Determined by Invoice Date
– To use the date of the invoice to identify the oldest past due
invoice, click this option.
Quantity Price
Default $50
Break 1 25 $40
Break 2 50 $30
Break 3 100 $20
Quantity Price
Up to 1 25 $50
Up to 2 50 $40
Up to 3 100 $30
Default $20
Specifying General Information
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Infor VISUAL System-wide Features Guide
Determined by Due Date
– To use the date that the full amount of the invoice is due to identify
the oldest past due invoice, click this option.
9
Click the
Save
button.
Specifying Scheduling Information
Use the Scheduling tab to define the standard workday and shift information for your enterprise.
If you have multiple sites, you can define scheduling information specific to the sites in Site
Maintenance. If you choose not to define calendars specific to your sites, the schedule you specify
here is used instead.
If you are licensed to use a single site, the scheduling information you define in Application Global
Maintenance is used. Any scheduling information defined in Site Maintenance is ignored.
For both single site and multi-site users, you can define schedules for your shop resources in Shop
Resource Maintenance.
To define the standard shop calendar:
1
Click the
Scheduling
tab.
2
Enter the starting time for the first shift for each day of the week in the 1st Shift Start field.
By default, the first shift is presumed to start in the morning (AM).
3
For each day that has 1st Shift Start, specify the length in hours of the first, second, and third
shifts. If a shift is not worked, enter a 0.
The totals of the three shifts cannot exceed 24 hours.
First Shift is the period of hours starting at the 1st Shift Start time and ending after the specified
number of hours in the shift. Second shift follows immediately after the first shift and ends after
the specified number of hours. Third shift is immediately after the second shift; it ends after the
specified number of hours.
For example, if you specify a shift start of 7:00:00 AM, a first shift length of 8 hours, a second shift
length of 8 hours, and a third shift length of 4 hours, first shift is 7:00 AM to 3:00 PM, second shift
is 3:00 PM to 11:00 PM, and third shift begins at 11:00 PM and runs until 3:00 AM.
4
Click
Save
.
Deleting Calendar Selections
To clear a line on your Standard Shop Calendar:
1
Select the line to clear.
2
Click the
Delete Selections
button.
An X is displayed in the row header to indicate that you have marked the entry for deletion.
3
Click
Save
. The information in the row is cleared.
Specifying General Information
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Specifying Calendar Exceptions
In some instances, you may need to change a normal shift day, such as for a holiday. Use Calendar
Exceptions to define changes to the standard schedule.
If you have multiple sites, you can import the calendar exceptions in Application Global Maintenance
into the calendar exceptions you define in Site Maintenance.
1
Select
Maintain
,
Calendar Exceptions
.
2
Click
Insert
.
3
Specify the start date and end date for the exception. For example, if the resource will not be
available on January 1, 2012, enter 1/1/12 for the start and end date.
4
Specify the time that the First shift starts.
5
Enter the shift duration for the exception. If the shift is not to work at all, specify zero (0) in that
shift’s column.
The scheduler uses the information to adjust the normal weekly calendar setting for the date of
the exception, thereby giving an accurate estimation of resource availability.
6
Click
Save
.
You can modify and add information to the Shop Calendar and Exception Days Table at any time.
The changes take effect the next time you run the Global Scheduler.
Deleting Calendar Exceptions
To delete an exception:
1
Highlight the exception line and click
Delete
.
An X is displayed to indicate that the row is marked for deletion.
2
Click
Save
.
The exception is removed from the table.
Specifying Default Information
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Specifying Default Information
Use the Defaults tab to specify certain application-wide information, including:
Trace ID information
How to use customer pricing in shipping entry
Default Document Maintenance options
Password requirements in Workflow
PLM connection settings
Where to store macros
To specify information on the Defaults tab:
1
Click the
Defaults
tab.
2
If you use trace IDs in labor transactions and service receipts, select the
Only Trace Qty from
Preceding Operation
check box to force users to enter trace IDs sequentially at every labor
transaction or service receipt. Clear this check box if you do not want to force users to enter trace
IDs sequentially.
3
Use the Customer Price Effectivity in Shipping section to specify how the customer-specific
pricing information should be used when shipping an order to the customer. In Customer
Maintenance, you specify pricing information for each part the customer buys in the part pricing
table. When you specify the pricing information, you specify dates that the pricing is effective.
Click one of these options to specify how to use the part pricing information:
Always Require Price in Table
– If you require that a unit price be specified in the customer’s
part pricing table, click this option.
Use price on Order Line if Price is Not in Table
– To use the price specified in the customer
order if no price exists in the customer’s part pricing table, click this option.
Warn if Price is Not in Table, Use Price on Order Line
– To display a warning if no price exists
in the customer’s part pricing table, click this option. If you continue with the shipment, the price
specified in the customer order is used.
The setting you specify in Application Global Maintenance is the default setting. You can override
the setting for individual parts in Part Maintenance.
4
In the Documents section, specify the default email information to use in Document Maintenance:
Allow Emailing Associated Documents (default)
– Use this check box to specify the default
setting for the Allow Emailing check box in Document Maintenance. If you select the
Allow
Emailing Associated Documents (default)
check box, the Allow Emailing check box in
Document Maintenance is selected by default. If you clear the
Allow Emailing Associated
Documents (default)
check box, the Allow Emailing check box in Document Maintenance is
cleared by default. You can override the default setting in Document Maintenance.
5
To require the use of passwords for secured fields when working with workflows, select the
Passwords Required for Secured Fields
check box.
6
In the Terms section, specify this information:
Specifying Default Information
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Default Terms
– Select the terms to use as the default for new customer and vendor records.
The terms that you select are also used as the default terms on transactions when another source
of terms definitions, such as a customer or vendor record, cannot be found. If you leave this field
blank, then Due on Receipt is used as the default terms.
You cannot specify terms with specific date definitions or installments. These types of terms are
not displayed when you click the
Terms
browse button.
Due on Receipt ID
– If you have set up more than one terms ID as due on receipt, use this field
to specify the terms ID to use as the default Due on Receipt ID. Terms are designated as due on
receipt if these conditions are met:
The Discount type and Net type are Age of Invoice
The Discount days and Net days are 0
The Discount % is 0
The freight terms are billed
When you click the browse button, only the terms that meet the criteria for due on receipt are
displayed.
The terms that you select are used on transactions when default terms have not been defined on
the customer or vendor record and the Default Terms field in Application Global Maintenance is
blank.
If you leave this field blank, then the first terms ID in the database that meets the criteria for due
on receipt is used as the default.
If you specify a default Due on Receipt terms ID, it is used on all AP and AR memos. If you do not
specify a default Due on Receipt terms ID, then the first terms ID in the database that meets the
criteria for due on receipt is used.
7
If VISUAL is integrated to Infor PLM, you can directly access PLM from Part Maintenance. Use
the PLM Integration section to specify default PLM access information for all sites in your
database. You can override the information you specify in Application Global Maintenance for
each of your sites in Site Maintenance. Specify this information:
Login URL
– Specify the external launch URL for Web PLM.
Enable
– To allow direct access to PLM for all sites by default, select this check box. To prevent
direct access to PLM for all sites by default, clear this check box.
8
In the Macros section, specify how to store macros and where to read macros. Macros can be
stored and read from the workstation or from the database.
To store macros in and read them from the database, select the Store Macros in Database check
box. After you select the check box, these conditions apply:
When a user runs a macro, the macro is read from the database.
Any macros created after the check box is selected are stored in the database.
To store macros on and read them from the workstation, clear the check box. After you clear the
check box, these conditions apply:
When a user runs a macro, the macro is read from the workstation.
Any macros created after the check box is selected are stored on the workstation.
Specifying Default Information
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You cannot read certain macros from the database and other macros from the workstation. If you
previously stored macros on the workstation but now store them in the database, you can load
your existing macros from the workstation to the database. Similarly, if you previously stored
macros in the database but now store them on the workstation, you can load your existing macros
from the database onto the workstation. See "Storing Macros" on page 4–28 in the Concepts and
Common Features guide.
9
Click
Save
.
Specifying System-wide Codes
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Specifying System-wide Codes
Use the options in the Maintain menu to specify common codes used throughout your enterprise.
Working with Table Maintenance
These codes are available from the Table Maintenance section of the Maintain menu:
SIC Table
– Standard Industrial Classification codes classify various companies by the products they
produce.
AIC Table
– You can use AIC codes (Another Industrial Codes) as an alternative to SIC codes.
Ship Via Table
– Ship Via codes represent the various methods you use to ship product to your
customers.
FOB Point Table
– FOB (Free On Board) codes determine at what point in the shipping process the
customer must take responsibility for shipping fees for the goods your company is shipping.
States and Provinces
– The system includes the abbreviations for the 50 United States and the
Canadian provinces.
Countries
– Countries with whom you do business.
Territory Table
– Territory codes represent the various geographical regions in which your company
conducts business.
Commodity Table
– Commodity codes represent the class of materials used by your company.
Honorific Table
– Honorifics precede an individual’s name. Examples include Mrs., Mr., and Dr.
Entering Information into Code Tables
To enter codes:
1
Select
Maintain
,
Table Maintenance
, then select the option for the code you are entering. For
example, to enter SIC Codes, select
Maintain
,
Table Maintenance
,
SIC Table
.
2
Click
Insert
.
3
Specify the code.
4
For all tables except the Honorific table, enter a description of the code. The Honorific table does
not include a description field.
5
Click
Save
.
Specifying System-wide Codes
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Specifying FOB Point Codes in a Multi-site Database
In a multi-site database, one site can purchase materials from another site. When you enter the
purchase order, the FOB code you use indicates which site owns the materials while they are in
transit. The code you use determines when financial transactions associated with shipping occur.
To specify the in-transit owner, click the Intransit arrow and select one of these options:
Shipping
– The site shipping the materials owns the materials while they are in transit.
Receiving
– The site the materials are being shipped to owns the materials while they are in transit.
If you leave the Intransit field blank, then neither site owns the materials while they are in transit. The
shipping site no longer owns the materials as soon as they are shipped. The receiving site assumes
ownership of the parts as soon as they are received.
Specifying User Dimensions
If you use dimensional reporting, you can attach user dimensions for commodity codes and for
territory codes.
Commodity code user dimensions can be used in these transactions:
Receivable Invoice
Shipment
Payable Invoice
Purchase Receipts
Inventory Adjustments
Work Order Issues
Work Order Labor
Work Order Service
Work Order Finished Goods
Territory code user dimensions can be used in these transactions:
Receivable Invoice
Shipment
You can set up different user dimensions for each code. Use the User Dimensions dialog box to
specify which user dimensions to associate with a particular code. Use the User Dimensions Priorities
dialog box available in the Accounting Window to determine when the warehouse user dimension IDs
should be used. See "Cost Centers" on page 2-1 in the General Ledger guide.
To associate user dimensions with codes:
1
From the Commodity Code table or the Territory table, click
User Dimensions...
.
2
In the left pane, each user dimension group is listed. Expand the list under the user dimension
group to view the transactions in which code user dimensions can be used.
Specifying System-wide Codes
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To assign the same dimensions to all transaction types, click the name of the dimension group in
the left pane. All Subledgers is inserted in the Subledger field.
To assign dimensions to a particular transaction type, select the appropriate transaction type. The
transaction type is inserted in the Subledger field.
3
Click
Insert
.
4
Specify this information:
Valid From
– Specify the date the dimension assignment becomes effective.
Debit Dimension
– Double-click the browse button and select the dimension to use for account
debits.
Credit Dimension
– Double-click the browse button and select the dimension to use for account
credits.
5
Click
Save
.
Deleting Information from Code Tables
To delete codes from tables:
1
Select
Maintain
,
Table Maintenance
, then select the option for the code you are deleting.
2
Select the line to delete.
3
Click
Delete
.
An X is displayed in the row header indicating you have marked it for deletion.
4
Click
Save
.
Working with Reasons Maintenance
You can define these codes in the Reasons Maintenance section of the Maintain menu:
RMA
– A Return Material Authorization (RMA) is a document that controls the return of some part or
parts previously sold and shipped to a customer. Use RMA Reason Codes to specify why a customer
is returning a part.
Adjustment Reason Table
– Use Adjustment Reasons to specify why you are making an
adjustment.
Issue/Return/Transfer Reasons
– Use Issue/Return/Transfer reasons to specify why you are
moving inventory.
Deviation Reasons
– Use Deviation Reason codes to specify why the quantity used is different from
the quantity completed. To set the requirement for Deviation Reason, refer to Site Maintenance.
Inspection Reasons
– Use Inspection reasons to specify why parts and materials are inspected.
Specifying System-wide Codes
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Entering Information Into Reason Tables
To enter reason codes:
1
Select
Maintain
,
Reasons Maintenance
, then select the option for the code you are entering. For
example, to enter RMA Reasons Codes, select,
Maintain
,
Reasons Maintenance
,
RMA
Reasons
.
2
Click
Insert
.
3
Specify the code.
4
Specify a description of the code.
5
If you are specifying Issue/Return/Transfer reason codes, click the I
ssue/Return/Transfer
arrow
and select the types of transactions to which the reason code applies. You can select a single
type of transaction (for example, Returns only) or any combination of transactions.
6
Click
Save
.
Deleting Information From Reason Tables
To delete codes from tables:
1
Select
Maintain
,
Reasons Maintenance
, then select the option for the code you are deleting.
2
Select the line to delete.
3
Click
Delete
.
An X is displayed in the row header indicating you have marked it for deletion.
4
Click
Save
.
Working With Accounting Maintenance
These codes are available from the Reasons Maintenance section of the Maintain menu:
Department Table
– Departments represent the individual areas you use in your manufacturing
facility.
Terms Table
– Terms describe the payment arrangements you use.
Entering Information Into the Department Maintenance Table
To enter department codes:
1
Select
Maintain
,
Accounting Maintenance
,
Department Table
.
2
Click the
Insert
button.
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3
Specify this information:
ID
– Specify the ID for the department.
Description
– Specify the description of the department.
4
Click
Save
.
Specifying User Dimensions
If you are using user dimensions, assign a user dimension to your department IDs. To assign a user
dimension:
1
Select the department to which you are assigning user dimensions.
2
Click
User Dimensions
.
3
In the left pane, each user dimension group is listed. Expand the list under the user dimension
group to view the transactions in which this record is used.
To assign the same dimensions to all transaction types, click the name of the dimension group in
the left pane. All Subledgers is inserted in the Subledger field.
To assign dimensions to a particular transaction type, select the appropriate transaction type. The
transaction type is inserted in the Subledger field.
4
Click
Insert
.
5
Specify this information:
Valid From
– Specify the date the dimension assignment becomes effective.
Debit Dimension
– Double-click the browse button and select the dimension to use for account
debits.
Credit Dimension
– Double-click the browse button and select the dimension to use for account
credits.
6
Click
Save
.
Deleting Information From the Department Maintenance Table
To delete codes from tables:
1
Select
Maintain
,
Accounting Maintenance
,
Department Maintenance
.
2
Select the department to delete.
3
Click
Delete
.
An X is displayed in the row header indicating you have marked it for deletion.
4
Click
Save
.
Note:
The department is not deleted from the database until you click Save.
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Entering Information into the Terms Table
Note:
If you use Infor VISUAL Financials Global Edition, this menu selection is not available. You
must define terms in VISUAL Financials Global Edition. Refer to the VISUAL Financials Global
Edition online help.
Use Terms Maintenance to define the payment terms you use when you invoice customers and when
vendors invoice you. Terms are used in several windows, including Customer Maintenance,
Customer Order Entry, the Estimating Window, Receivable Invoice Entry, Vendor Maintenance,
Purchase Order Entry, and Payable Invoice Entry.
To add terms:
1
Select
Maintain
,
Accounting Maintenance
,
Terms Table
.
2
Click
Insert
.
3
In the Discount Terms section, specify this information:
Type
– Click the
Type
arrow and select the type of discount term you are entering.
You can select:
Age of Invoice
– If discounts are based on a specific number of days from the invoice date,
select the
Age of Invoice
option. If you select Age of Invoice, you must specify the number of
days you will offer the discount and the discount percentage.
Day of month
– If discounts apply only if payment is received before the next occurrence of
the day of month you specify, select the
Day of month
option. If you select Day of Month, you
must specify the day of the month to use and the discount percentage.
Specified Date
– If discounts apply only if payment is received before a specific date, select
the
Specified Date
option. If you select Specified Date, you must specify the fixed date to use
and the discount percentage.
Invoice age, day of month
– If discounts are based on a combination of a specific Invoice
age and day of the month, select the
Invoice age, day of month
option. If you select Invoice
age, day of month, you must specify the number of months and day of the month to use and
the discount percentage.
EOM, no of days
– If discounts are based on a specific day of the month but several months
from the invoice date, select the
EOM, no. of days
option. If you select EOM, no. of days, you
must specify the number of months to allow, the day of the month on which the discount will
end, and the discount percentage.
For example, if you select EOM, no. of days and specify:
Months = 2
Day of Month = 7
Discount % = 2.00
This discount rule is applied:
2% if paid on or before the 7th day of the month, 2 months from the invoice date.
If the invoice date is May 10th, 2011, the discount is applied until July 7th, 2011.
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4
In the Net section, specify this information:
Type
– Click the
Type
arrow and select the type of term you are entering.
You can select:
Age of Invoice
– If payment terms are based on a specific number of days from the invoice
date, select the
Age of Invoice
option. If you select Age of Invoice, then you must also
specify a number the days to use.
Day of month
– If payment terms are based on receiving payment before the next occurrence
of the day of month you specify, select the
Day of month
option. If you select Day of Month,
you must specify the day of the month to use.
Specified Date
– If payment terms are based on receiving payment before a specified date,
select the
Specified Date
option. If you select Specified Date, you must specify the fixed date
to use.
Invoice age, day of month
– If payment terms are based on a combination of a specific
Invoice age and day of the month, select the
Invoice age, day of month
option. If you select
Invoice age, day of month, you must specify the number of months and day of the month to
use.
EOM, no of days
– If payment terms are based on a specific day of the month but several
months from the invoice date, select the
EOM, no. of days
option. If you select EOM, no. of
days, you must specify the number of months to allow and the day of the month on which the
payment is due.
For example, if you select EOM, no. of days and specify:
Months = 3
Day of Month = 2
This payment rule is applied:
Payment is due on or before the 2nd day of the month, 3 months form the invoice date.
If the invoice date is May 10th, 2011, the payment rule is applied until August 2nd, 2011.
Installments
– If payment terms are based on installments, select
Installment
.
5
In the Freight Terms section, specify when freight charges are applied. Select one of these
options:
Prepaid
– If freight must be paid before shipment, select the
Prepaid
option.
Billed
– If freight charges are to be included in the invoice, select the
Billed
option.
Collect
– If the shipping company collects the freight charges, select the
Collect
option.
6
If you selected Installments in the Net Type field, click the Installment tab to specify installment
information.
a
In the Period type section, specify whether the installments will be based on days, weeks, or
months. When you select an option, the period column in the installment table is changed to
match your selection. For example, if you select weeks as the period type, the N.Weeks label
is inserted in the installment table.
b
Click the
Insert
button and specify:
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N. Inst
– The number of the installments in sequential order is inserted.
% Inst.
– Specify the percentage of the total due for the installment.
N. [Period]
– Specify when the installment is due. For example, if you selected Days as the
Period Type and specified 10 in the N.Days column, then the installment is due 10 days after
the invoice date.
c
Repeat step b to enter additional installments. The total of all installments must equal 100%.
d
If you are working with installments and the payment is due at the end of the month, select the
Due Date at the End of the Month
check box in the Installments section.
e
If you enabled VAT and you want to include the VAT amount on the first installment, select the
VAT Amount on First Installment
check box in the Installments section.
7
To generate a Term ID and Description based on the terms you specified, click
Gen ID and Desc
.
Typically, the any discount percentage associated with the term is listed first followed by the net
due information. For example, if you created a term that offered a 1.5% discount if paid by 10
days after the invoice date with the net amount due in 30 days, the term ID would be
1.5%10Net30.
You can also specify your own ID and description.
8
Click
Save
.
Discontinuing Use of a Term
To discontinue the use of a term without deleting the term from your database, clear the
Active
check
box. The term will no longer be available for selection.
Deleting Terms
You can delete a term from the database if it is not used on any other record. To delete terms:
1
Select the term ID.
2
Click
Delete
.
3
The system prompts you to confirm your deletion. Click
Yes
.
The Term ID you selected is deleted.
4
To close the Terms Maintenance dialog box, click
Close
.
Specifying System-wide Codes
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Specifying Customer Order Acknowledgment Codes
When customers send orders to their suppliers electronically, they often require a return document
verifying the receipt and acceptance of the order. In Electronic Data Interchange (EDI), this document
is called the Order Acknowledgment, typically referred to as the 855 X12 Transaction or the Purchase
Order Response Message in EDIFACT.
To specify Customer Order Acknowledgment codes:
1
Select
Maintain
,
CO Acknowledgments Codes
.
X12 are shown in the dialog box by default. You can delete these codes.
2
Click
Insert
.
3
Specify this information:
Code
– Specify a unique alpha-numeric identifier for the code.
Description
– Specify a description of the code.
4
Click
Save
.
Deleting Customer Order Acknowledgment Codes
To delete Customer Order Acknowledgment codes:
1
Select the code to delete.
2
Click
Delete
.
An X is displayed in the row header, indicating that you have marked it for deletion.
3
Click
Save
.
The code is removed from your database.
Entering Harmonization Codes
Use Harmonized Tariff Schedule (HTS) codes when shipping to and receiving from international
locations.
To enter Harmonization codes:
1
Select
Maintain
,
Harmonization Codes
.
2
Click
Insert
.
3
Specify this information:
HTS Code
– Specify a unique identifier for the code.
Description
– Specify a description for this code.
Duty %
– Specify the duty percentage for this code.
Specifying System-wide Codes
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4
To specify duty percentages by country, click
Duty by Country
.
a
Click
Insert
.
b
Specify this information:
Country of Origin
– Specify the country that has a specific duty percentage.
Duty %
– Specify the duty percentage.
c
Click
Save
.
5
Click
Save
.
Deleting Harmonization Codes
To delete a harmonized tariff code:
1
Select the code to delete.
2
Click
Delete
.
An X is displayed in the row header, indicating that you have marked it for deletion.
3
Click
Save
.
The code is removed from your database.
Entering National Motor Freight Codes
National Motor Freight Codes (NMFC) are a measure of the difficulty of transporting a product.
To specify NMFC:
1
Select
Maintain
,
National Motor Freight Codes
.
2
Click
Insert
.
3
Specify this information:
ID
– Specify a unique ID for the code.
Article
– Specify the NMFC article classification.
Sub
– Specify the sub-classification of the article.
Truck Load Class
– Specify the class for a full truck load (5 characters maximum).
Less Than Truck Load Class
– Specify the class for a partial truck load.
Hazardous
– To indicate that the material is hazardous, select the check box.
Description
– A description of the types of parts to be transported under this code (250
characters maximum).
4
Click
Save
.
Specifying System-wide Codes
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Deleting National Motor Freight Codes
To delete NMFCs:
1
Select the code you to delete.
2
Click Delete.
An X is displayed on the row header, indicating that you have marked it for deletion.
3
Click
Save
.
The code is removed from your database.
Entering Transaction Categories
Note:
This table is available only if you use Infor VISUAL Financials Global Edition.
Use transaction categories to extend the posting account and its segments. Transaction categories
are used to generate balance transactions below the posting account level, and further classify
transactions against a posting level account.
To specify transaction categories:
1
Select
Maintain
,
Transaction Categories
.
2
Click
Insert
.
3
Specify this information:
Code
– Specify the code to use.
Description
– Specify a description of the code.
4
Click
Save
.
Deleting Transaction Categories
To delete Transaction Category codes:
1
Select the code to delete.
2
Click the
Delete
button.
An X is displayed in the row header, indicating that you have marked it for deletion.
3
Click
Save
.
The code is removed from your database.
Specifying System-wide Codes
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Specifying Workflow Codes
Use the Workflow Codes dialog box to customize the text that is displayed when you use workflow
codes. You cannot add or delete codes, just change the text that appears.
To change Workflow Code text:
1
Select
Maintain
,
Workflow Codes
.
2
Click in the Text column for the code to change and specify new text.
3
Click
Save
.
Bid Rate Maintenance
Use the dialogs in the Bid Rate Maintenance menu to perform these tasks:
Create bid rate categories
Create bid rate groups
Add bid rate categories to bid rate groups
Use bid rate categories and groups in the estimating process. Usually, bid rate categories and groups
are used when you develop quotes outside of VISUAL in Excel and import them into Quick Quote.
You can use categories and groups to develop high-level costs that are not necessarily the same as
the cost to run a particular resource or to acquire a particular raw material. You can specify bid rate
categories for resources in Shop Resource Maintenance. Specify bid rate categories for parts in Part
Maintenance.
When you use Quick Quote to create a quote in the Estimating Window, the bid rate category for each
part and resource is displayed.
Creating Bid Rate Categories
To create bid rate categories:
1
Select Admin, Application Global Maintenance.
2
Select Maintain, Bid Rate Maintenance, Bid Rate Categories.
3
Click Insert.
4
Specify an ID and a description.
5
Click Save.
Creating Bid Rate Groups
To create bid rate groups:
Specifying System-wide Codes
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1
Select Admin, Application Global Maintenance.
2
Select Maintain, Bid Rate Maintenance, Bid Rate Groups.
3
Click Insert.
4
Specify an ID and a description.
5
Click Save.
Adding Bid Rate Categories to Bid Rate Groups
To add bid rate categories to bid rate groups:
1
Select Admin, Application Global Maintenance.
2
Select Maintain, Bid Rate Maintenance, Bid Rate Group Categories.
3
In the Bid Rate Group field, select the group to which you are adding categories.
4
Click Insert.
5
Double-click the category ID browse button and select the category.
6
Click Save.
Entering Packaging Type Codes
Packaging type codes define the dimensions of the packaging you use. Assign a default packaging
code to a part in Part Maintenance.
To specify Packaging Type codes:
1
Select
Maintain
,
Packaging Types
.
2
Click
Insert
.
3
In the Code column, specify the code to use for this package type.
4
Specify the
Length
,
Width
, and
Height
of the package.
5
Click
Save
.
Deleting Packaging Type Codes
To delete Packaging Type codes:
1
Select the code to delete.
2
Click the
Delete
button.
An X is displayed in the row header, indicating you have marked it for deletion.
Specifying System-wide Codes
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3
Click
Save
.
The code is removed from your database.
Entering Carriers
Use the Carriers dialog box to specify the commercial carriers you use when shipping and receiving
materials.
To specify carriers:
1
Select
Maintain
,
Carriers
.
2
Click
Insert
.
3
Specify this information:
ID
– Specify a unique identifier for the carrier.
Name
– Specify the name of the carrier.
Shipper ID
– Specify the identification of the shipper as assigned by the carrier.
Default Route
– Specify the default routing information.
Default Shipper Instructions
– Specify the standard instructions from the shipper to the carrier.
Default COD Fee
– Specify the standard fee the carrier charges for collecting COD payments.
Address fields
– Specify the carrier’s address.
VAT Registration
– Specify the registration number of the shipper.
Parcel ID
– Specify a Parcel ID for this carrier. This ID is used to help identify the carrier for the
UPS Connect interface.
Web URL
– Specify the carrier’s web address.
4
Click
Save
.
Deleting Carrier Codes
To delete Carrier codes:
1
Select the code to delete.
2
Click
Delete
.
An X is displayed in the row header, indicating that you have marked it for deletion.
3
Click
Save
.
The code is removed from your database.
Specifying Other Default Information
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Specifying Other Default Information
In addition to system-wide codes, you can specify this default information:
Default login profile
Export formats used for electronic payments
Address layouts
Revision numbering information
.NET configuration information
You can also monitor reporting service print jobs.
The system administrator can set up this information:
Report format overrides
BOD maintenance information
VISUAL reporting data.
Refer to the Infor VISUAL System Administrator’s User Guide for the procedures a system
administrator can perform.
Specifying a Default Sign In Profile
Use the Default Sign In Profile function to set default sign in information for the work station. If you
specify a default database, user ID and password, work station users will automatically be signed in
when they access VISUAL. This is typically used only when executing a single program from a
desktop icon, such as Barcode Labor Entry. This allows you to give access to specific applications on
the shop floor and not require the personnel to sign in with a password. For system security purposes,
it is highly recommended that you do not specify complete default sign in information.
You can also specify a portion of the sign in information, such as database ID and User ID. If you
specify a portion of the sign in information, users are prompted to provide the remaining information
when they access the system.
To set up default sign in information:
1
Select
Maintain
,
Default Sign In Profile
.
2
Specify this information:
Database
– Specify the default database name. Leave this field blank to prompt users to specify
a database name when they access the system.
User ID
– Specify the default user ID. Leave this field blank to prompt users to specify a user ID
when they access the system.
Password
– Specify the password associated with the user ID you specified. For security
purposes, the characters you type are replaced with asterisks. Leave this field blank to prompt
users to specify a password when they access the system.
Repeat Password
– Re-type the password. For security purposes, the characters you type are
replaced with asterisks.
Specifying Other Default Information
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3
Click
Ok
.
If you specified information in each of the fields, a dialog box is displayed informing you that the
information you specified will take effect the next time the system is accessed. Click
Ok
to exit the
dialog box.
If you specified information in only some of the fields, a dialog box is displayed informing you that
users will be prompted to supply the missing information the next time the system is accessed.
Click
Yes
to exit the dialog box.
Creating Export Formats
Use the Export Formats dialog box to edit and create export format field definitions.
1
Select
Maintain
,
Export Formats
.
2
Click the
Type
arrow and select a format. You can select:
ESL
Intrastat
Payment
Payment/XML
VAT
3
Specify a unique identifier for this export format in the Export ID field.
4
Click the
Context
arrow and select a Context for this format. You can select:
File Footer
– The File Footer contains batch total summary type information. Banks use this
information to determine if they have successfully processed the file (i.e. have not missed any
transactions).
File Header
– The File header contains information about the company sending the file to the
bank or payment processing facility.
Header
– Header information is the “check” that has been created. Checks (cheques if
international) contain the payment summary information to send to the vendor. It contains the
vendor’s name, the payment date, and the total amount paid. The payment total is a summary of
all invoices paid to a particular vendor.
Line Item
– Line items contain the remittance information supporting the payment total—for
example, Invoice ID, Invoice Date, and Reference.
5
Click
Insert
to add format definition information in the line item table.
These columns are shown in the line item table:
Start At
– This is the starting position in the data for this field. Zero is the first byte. Use this to
sequence the data fields.
Abut Previous
– Select this check box if the starting position in the data for this field is one byte
after the last byte of the previous field.
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Data Expression
– You can specify any legal SQLWindows (SAL) expression. The exporter
requires the data type returned to be type String.
Supported Element
– A “Y” is displayed in this column if the SQLWindows expression you
entered in the Data Expression column is a supported expression.
Data Length
– Use this field only when the expression refers to the data variable directly without
conversion. Specify the length of data in bytes not including quotes and commas.
Data Type
– Use this field only when the expression refers to the data variable directly without
conversion. Select one of these types:
C
– Character
N
– Number (decimal)
D
– Date
T
– Time
I
– Integer
Data Scale
– Use this type only when the expression refers to the data variable directly without
conversion. Specify the scale for the decimal number type.
Quote Data
– Specify whether quotation marks are placed around data. Select one of these
values:
D
– To place double quotation marks (“) around data elements, select this option.
S
– To place single quotation marks (‘) around data elements, select this option.
X
– To place no quotation marks around data elements, select this option.
Text Qualifier
– Specify the character that designates data as text.
Comma Separate
– To separate data fields with commas, select this check box.
Field Delimiter
– To separate data fields with a character of your choosing, specify the character
in this field.
Terminate Record
– If you select this check box, a CRLF (0x0d, 0x0a) is added after this field, if
it is not the last data field in the record. Note, however, that the last data field in the record is
automatically followed by CRLF. The prior rule prevents two consecutive record terminators.
6
Click
Save
.
Creating XML Payment Export Formats
You can create an AP export file format in XML. Use the Payment/XML format to export payments to
Single Euro Payment Area (SEPA)-compliant file transfer systems. You can create an export format
to use with release version 4.0 for SEPA Credit Transfers. For more information, refer to http://
www.europeanpaymentscouncil.eu/content.cfm?page=sct_2010_rulebook.
You can also use XML file format to create a custom export file format.
You should have an understanding of XML before setting up export file formats.
Specifying Other Default Information
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To create a simple XML payment export format:
1
Click the Type arrow and select Payment/XML.
2
Specify an Export ID.
3
Click the Insert button
4
Specify this information:
Seq No
– Specify a sequence number for the line. The sequence number indicates the order of
the lines in the XML document. The line with the lowest number is inserted in the document first.
You can specify a negative number.
Indent Level
– Specify an indent number for the line. Indent numbers identify how the lines are
grouped together.
Element
– Specify the name of the element. The element is the tag name. You do not have to
specify the starting tag or ending tag.
Value
Specify the value to use for the element. Click the arrow to select from common database
fields. You can also specify your own value.
Is An Attribute?
– If the line in an attribute to the element, select the
Is An Attribute
check box.
If you designate an attribute, you should sequence the line so that it is immediately after the
element with which it is associated. You should specify the same indent level.
5
Repeat steps 2 and 3 to insert additional lines.
6
Click
Save
.
For example, presume you entered these lines:
This XML code would be generated:
<Payment>
<Code>SEPA</Code>
<Amount CurrencyID=”USD”>1234.00</Amount>
The USD currency ID and 1234.00 values are extracted from the database.
Seq Indent Tag Tag Value
Is an
Attribute?
1 0 Payment N
2 1 Code SEPA N
3 2 Amount
AMOUNT (selected from drop-
down menu)
N
4 2 CurrencyID
CURRENCY_ID (selected from
drop-down menu)
Y
Specifying Other Default Information
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Building Payment/XML Formats with the Context Menu
You can build more complex Payment/XML formats using built-in macros and the Context menu. The
Context menu inserts standard elements into the XML file. You can use each context once in each
Export ID. The macros and contexts indicate how the information is linked together.
1
Specify an Export ID in the Export ID field.
1
Build the File Header. Click the
Context
arrow and select File Header.
The system inserts the doctype and root elements. The system inserts the standard xml version
identification information in the Value field associated with the doctype element. Enter a value for
the root element. The root element is the first tag in the XML file.
2
Click the
Insert
button and specify any other elements you would like to use in the file header.
3
At the point where you would like to include the Header context information, click the
Insert
button and specify %HEADER% in the Element column. This indicates that the system will look
for the Header context information. If you create additional lines after the %HEADER% line, the
system will insert those lines after it inserts the entire Header.
4
Click
Save
.
5
Build the Header context information. Specify the same Export ID as you entered in step 1, then
click the
Context
arrow and select Header.
6
Click the
Insert
button and specify the elements and attributes to use for the document header.
7
At the point where you would like to include the LIne Item context information, click the
Insert
button and specify %LINEITEM% in the Element column. This indicates that the system will look
for the Line Item information. If you create additional lines after the %LINEITEM% line, the system
will insert those lines after it inserts the entire Line Item context information.
8
Click
Save
.
9
Build the Line Item context information. Specify the same Export ID as you entered in Step 1, then
click the
Context
arrow and select Line Item.
10
Click the
Insert
button and specify the elements and attributes to use for the line items.
11
Click
Save
.
The system links together the information you built for the File Header, Header, and Line Item
contexts.
Complex Expressions
You can combine simple calls for data from the database with expressions that convert the data to a
different format or prompt the system to choose between two values. You can use these expressions:
@FORMATNUMBER
– Use this expression to change the format of a number. You can specify the
number of decimal places and the separator characters you use. To use the expression, specify the
number you would like to convert, then specify the format. For example:
@FORMATNUMBER (1235,99, “#,##0”) would convert 1235,99 to 1,235.
Specifying Other Default Information
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@FORMATDATE
– Use this expression to change the format of a date. To use the expression,
specify the date you would like to convert, then specify the format. For example:
@FORMATDATE (2010-07-14, “mm/dd/yyyy”) would convert 2010-07-14 to 07/14/2010.
@UTCDATE
– Use this expression to change the format of a date into universal time coordinate
(UTC) format. To use the expression, specify the date you would like to convert, specify if you would
like to show the time, and specify if you would like to show the duration. To specify whether or not to
show the time or offset, use True to show the time or offset and False to not show the time or offset.
For example,
@UTCDATE (2010-07-14, TRUE, FALSE) would convert 2010-07-14 to 2010-07-
14T16.25.54.18z. If you specified @UTCDATE (2010-07-14, TRUE, TRUE), the date would
convert to 2010-07-14T16:25:54.18Z-04:00.
@ROUND
Use this expression to round a fractional number to a specific number of decimal places.
To use this expression, specify the number you would like to round followed by the precision and
scale. Precision is the number of digits in the number; scale is the number of digits after the decimal
point. For example:
@ROUND (6543.1267, 6, 2) will convert 6543.1267 to 6543.13. If you specified @ROUND
(6543.1267, 5, 2), 6543.1267 would be converted to 6543.1 Since the number is limited to 5 digits
in the definition, the system would only include one digit after the decimal point.
@LOOKUP
– Use this expression to retrieve a cross-referenced value from the database. To use the
expression, specify the key, table, keyfield, and datafield. For example,
@LOOKUP (‘CURRENCY_ID’, ‘CURRENCY’, ‘ID’, ‘ISO_CODE’) would retrieve the ISO code for
the currency ID.
@SQL
– Use this expression to execute a simple select SQL statement against the database. For
example:
@SQL (‘SELECT COMPANY_NAME FROM APPLICATION_GLOBAL’) would retrieve the
company_name data from the application_global table.
@IF
– Use this expression to ask the system to return one of two values based on the result of a test
you specify. To use this expression, specify a test (for example, 1<2), the value the system returns if
the test is true, and the value the system returns if the test is false. For example,
@IF (1>2, ‘1 is greater than 2’, ‘1 is not greater than 2,’) would return 1 is not greater than 2. The
system would evaluate the test, 1>2, determine that the test is false (1 is less than 2), and return
the value you specified for a false test, 1 is not greater than 2.
Concatenation
You can join simple expressions or string values and simple expressions together using a
concatenation operator. The concatenation operator is a double pipe: ||. For example:
VEND_BANK_CITY || ’,’ || VEND_BANK_STATE || VEND_BANK_ZIPCODE would produce the
vendor bank’s city, state and zip code in this format: Boston, MA 02123. In this example, the comma
is a string value and the references to database columns are simple expressions.
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Other Functions
You may find these functions useful in your export file formats:
SalDateCurrent()
– Use this function to return the current date and time. You can use this function in
conjunction with a complex expression to specify a format for the data. For example:
@UTCDATE ( SalDateCurrent(), TRUE, FALSE) would return the current date expressed in UTC
format without offset. For example, 2010-07-14T14:58:27.68Z.
SalStrLeftX( string, length)
– Use this function to return a portion of the string value you specify. For
example:
SalStrLeftX (DESCRIPTION, 40) would return the first 40 characters in the DESCRIPTION
database column.
SalStrTrimX (string)
– Use this function to remove all blanks from the string value. For example:
SalStrTrimX (COMPANY_NAME) would return MajesticManufacturingCompany instead of
Majestic Manufacturing Company.
SalStrScan (string 1, string2)
– Use this function to find the value you specify for string2 in string1.
For example:
SalStrScan (VENDOR_NAME, ‘Steel’) would return vendor names that included the word ‘steel’ .
SalNumberAbs (number)
– Use this function to return the absolute number.
Using the SQL Dialog Box
After you specify your export file format, click the SQL button. The system constructs a SQL
statement that you can use to add the export file format to your database. Copy the SQL statement
from the dialog box and paste it into SQLTalk or other database management tool.
Deleting Export Formats
To delete Export Formats:
1
Click the
Type
arrow and select the type of format to delete.
2
Click the
Export ID
arrow and select the format to delete.
3
If you created contexts for the export ID, click the Context arrow and select the context to delete.
If you created multiple contexts, you must delete each context one by one to delete the entire
Export ID.
4
Click
Delete
.
5
Click
Yes
in the dialog box.
The Export Format is deleted.
To delete lines from an Export Format:
1
Click the
Type
arrow and select the type to modify.
Specifying Other Default Information
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2
Click the
Export ID
arrow and select the format to modify.
3
Click the row header to select the line to delete.
4
Click
Delete
.
An X is displayed in the row header indicating you have marked it for deletion.
5
Click
Save
.
The line you selected is removed from the Export Format.
Entering Address Layouts
Multiple address layouts are supported for use throughout VISUAL. You define address layouts by
country. When you select the country in a window such as Customer Maintenance, the Country ID,
name and address layout update to the country’s associated address layout. If you do not define a
custom layout for a particular country, the default layout is used.
Country Address Layout IDs correspond to their country descriptions. If you use the same country
description with multiple Country IDs, you can use the same layout with more than one country. If a
country has multiple Country IDs with unique country descriptions, you can have multiple layouts for
that country. However, it is recommended that you maintain only one address layout per country by
making it flexible enough to accommodate all potential formats for the country.
Note:
If you type in a free-form description in the Country field and that description does not exist in
the Countries table, the country description is created but it is not added to the Country table. To use
the layout, users must manually specify it in the country description field in a maintenance window,
such as Customer Maintenance.
Address layouts can be up to five lines and are made up of labels and data fields. The labels are
displayed to the left of the data fields, and you can define one label for each line. You can use up to
seven data fields. You can place any of the fields on any of the lines in any order.
Users can enter alphanumeric text into the any of the data fields. Field #9 uses the codes you defined
in the States and Province table.
To define an address layout:
1
Select Admin, Application Global Maintenance.
2
Select
Maintain
,
Address Setup
.
The default address layout is the conventional US address layout.
3
To create a layout, specify an ID in the Country field. The ID must be the same as the Country for
which this address layout is intended. For example, an address layout ID of
Spain
is required for
an entity with a Country ID of Spain.
To modify an existing address layout, click the Country arrow and select the layout to edit.
4
Specify this information:
Field #
– The number of the field is inserted. This information is read-only.
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Type
– The type of field is inserted. An L indicates that the field is a label field. An F indicates that
the field is a data field. This information is read-only.
Title
– For label fields, specify the text to use as the label. You can specify text for a label field
only. You cannot specify text for data fields.
Line #
– Specify on which line the label field or data field is displayed. You can specify numbers 1
through 5.
Position #
– If you are inserting more than one data field on a line, use the Position # column to
indicate the order of the data fields. For example, in the default layout, fields 8, 9, and 10 are each
on line 3. The Position # column indicates the order that these three fields are displayed. Field 8 is
displayed first, followed by Field 9, followed by Field 10.
The position # column does not apply to field labels.
Visible
To display the field in the layout, select this check box. To hide the field, clear this check
box.
%
– Specify the percentage of the field to display. For example, to extend the length of a field,
enter a value greater than the current value. 999 is the maximum percent value you can enter.
5
Click
Save
.
The layout shows your changes.
6
Click the
Close
button.
Deleting Address Layouts
To delete Address layouts:
1
Click the Country arrow and select the layout to delete.
2
Click
Delete
.
3
Click
Yes
in the prompt dialog box.
4
Click
Save
.
The layout is removed.
Copying Address Layouts
You can copy an existing address layout to create a new address layout. To copy an address layout:
1
Click the
Country
arrow and select the layout to copy.
2
Click
Copy
.
3
In the Copy To field, specify the new Country ID in the Copy To field.
4
Edit the layout as needed.
5
Click
Save
.
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Using Custom Address Layouts
1
Open a window where you enter addresses. For example, open Customer Maintenance.
2
In the Country field of the address section, specify the Country ID that matches the Address
Layout ID to use. For example, if this is for the UK layout, specify
UK.
The address layout is changed
3
Enter the address information.
Click
Save
.
Maintaining Revision Numbering
Use Revision Numbering Maintenance to create revision stages and numbering profiles to use with
parts and other revision-controlled objects.
1
Select
Maintain
,
Revision Numbering
.
By default, the DESIGN, MANUAL, PILOT, and RELEASE stages are supplied.
2
To add a stage, click
Insert
.
3
Specify this information:
Stage
– Specify a name for the revision stage. The stages listed in this table are available in Part
Maintenance and other applications where you can assign a stage to an object.
Profile
– From the Profile drop-down list, select a numbering profile for this stage. You can select:
User Numbering
– To assign each revision number based on your numbering preferences,
select this option. When users specify a stage with the user numbering profile, a revision
number is automatically assigned to the record.
If you specify this option, the fields in the lower half of the dialog box become available.
Manual
– To manually specify each revision number, select this option. When users specify a
stage with a manual numbering profile, they are required to specify a revision number before
they can save the record.
None
– If you do not require a revision number to be entered, select this option. When users
specify a stage with None as the numbering profile, they can save the record without
specifying a revision number.
Note:
You cannot change the profile of a revision stage with a history.
Description
– Enter a description for the revision stage into the Description field.
4
If you select the User Numbering profile option, specify the revision numbers to use. You can
manually enter revision numbers or specify basic information and generate the revision numbers.
To manually enter revision numbers, click
Insert
and specify the revision number to use. To
specify a second number after the first revision number, click
Insert
again. To specify a second
number before the first revision number, click
Insert Before
.
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To generate revision IDs, use the fields in the Generate Revision ID’s section. You can generate
number-based IDs or letter-based IDs. To generate IDs:
Starting Number
– To generate number-based IDs, specify the first revision number to use.
Ending Number
– To generate number-based IDs, specify the last revision number. When you
generate the revision IDs, revisions IDs between the starting number and ending number you
specify are created.
Alphanumeric Prefix/Starting Letters
– The label for this field changes depending on whether
you are generating number-based revision IDs or letter-based revision IDs.
If you are generating number-based IDs, the label for this field is Alphanumeric Prefix. To attach a
prefix to the revision, specify the characters in this field.
If you are generating letter-based IDs, the label for this field is Starting Letters. Specify the first
letter or letters to use.
Alphanumeric Suffix/Ending Letter(s)
– The label for this field changes depending on whether
you are generating number-based revision IDs or letter-based revision IDs.
If you are generating number-based IDs, the label for this field is Alphanumeric Suffix. To attach a
suffix to the revision, specify the characters in this field.
If you are generating letter-based IDs, the label for this field is Ending Letters. Specify the last
letter or letters to use. When you generate the revision IDs, revisions IDs between the starting
letters and ending letters you specify are created.
If you enter more than one letter in the Starting Letters and Ending Letters fields, the first letter
you enter is treated like a prefix. For example, if you enter AA in the Starting Letters field and BZ
in the Ending Letters field, the IDs AA, AB, AC, and so on are generated through ID BZ.
Omit Letters
If you are generating letter-based IDs, you can specify letters to omit from the IDS
you generate. Specify the letters to omit. Use a comma to separate lists of letters.
This field is not available if you are generating numbers-based IDs.
5
Click
Generate
. The number of revision IDs to be created is displayed. Click
Yes
to generate the
IDs. The IDs are inserted in the table. You can edit the generated IDs as necessary.
6
Click
Save
.
If you are using generated IDs, the revision IDs are entered in order when you create a revision. If you
have used all of the generated revision IDs, you are warned when you try to create a revision.
Verifying VISUAL .NET Configuration Settings
If you use VISUAL Financials Global Edition or VISUAL Time & Attendance, use the .NET
Configuration Settings dialog to administer the connection to the .NET databases and executable.
This configuration must be specified correctly for you to drill from the Document Lifecycle viewer to
VISUAL Financials Global Edition. It is also used to write certain information to your .NET databases.
To verify these settings:
1
Select
Admin
,
Application Global Maintenance
.
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2
Select
Maintain
,
VISUAL .NET Configuration
.
3
If you have registered your VISUAL Manufacturing database and added it to your topology in the
VISUAL for .NET Database Utility, then information about the instance group and instance name
is displayed. Review this information to ensure that it is accurate. If no information is displayed in
these fields, ensure that you have properly registered your VISUAL Manufacturing database in
the .NET Database Utility.
4
In the Install Path field, specify the location of LSA.exe.
5
Click
Save
.
Monitoring Reporting Service Print Jobs
If you have set up the VISUAL Reporting Service (VRPTSVC.EXE) to automatically run print jobs
based on a schedule, use the Report Service Configurations dialog to monitor print jobs. You can
review current Report Service print jobs, activate and deactivate them, and delete them.
The system administrator can control access to this dialog.
Reviewing Reporting Service Print Job Configurations
To review the print job configurations:
1
Select
Maintain
,
Report Service Configurations
.
2
Review this information:
Report Type
The type of report that the service runs is displayed. For example, if a user has set
up a print job for work order travellers, then Work Order Traveller is displayed.
Site ID
– If applicable, the ID of the site where the report is run. Certain reports must be run one
site at a time.
User ID
– The ID of the user who scheduled the reporting service to run the report is displayed.
Enabled
– If the reporting service configuration is currently active, this check box is selected. If
the configuration is current inactive, this check box is cleared.
Last Run
– The date and time that the service ran the configuration is displayed.
Printer
– The printer where the service sent the print job is displayed.
3
To reread configuration information from the database, click
Refresh
.
Deactivating Reporting Service Print Job Configurations
To deactivate a reporting service print job configuration:
1
Select
Maintain
,
Report Service Configurations
.
Specifying Other Default Information
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2
Clear the
Enabled
check box.
3
Click
Save
.
If you are deactivating more than one print job, you must click save after each time you clear the
Enabled check box.
Deleting Reporting Service Print Job Configurations
To delete a reporting service print job configuration:
1
Select
Maintain
,
Report Service Configurations
.
2
Select the configuration to delete.
3
Click
Delete
. An X is displayed in the row header, indicating that the row will be deleted.
4
To complete the deletion, click
Save
. To cancel the deletion and retain the configuration in your
database, click Delete again. The X is removed from the row header.
Setting Preferences
Use the Program Preferences dialog box to specify the tab that is displayed when you access
Application Global Maintenance and to specify your preferred customer order entry and purchase
order entry program.
You can access purchase order entry and customer order entry from several windows in the system.
For example, you can open Purchase Order Entry from the Manufacturing Window. When you open
Purchase Order Entry from the Manufacturing Window, the program you specify as the preferred
purchase order entry program is opened.
To set program preferences:
1
Select
Options
,
Preferences
.
2
Specify this information:
Default Tab
Click the arrow and select the tab to display when you first open Application Global
Maintenance.
Preferred C/O Entry Program
– Click the arrow and select the program you prefer to use for
Customer Order entry. Select either the
Customer Order Entry
program or the
Order
Management
program.
Preferred P/O Entry Program
– Click the arrow and select the program you prefer to use for
Purchase Order entry. Select either the
Purchase Order Entry
program or the
Purchase
Management Window
.
3
Click
Done
.
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Accounting Entity Maintenance
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3 – 1
Chapter 3: Accounting Entity Maintenance
This chapter describes these topics:
Topics
What is Accounting Entity Maintenance?........................................................................................ 3–2
Accessing Accounting Entity Maintenance ..................................................................................... 3–3
Defining Accounting Entities ........................................................................................................... 3–4
What is Accounting Entity Maintenance?
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What is Accounting Entity Maintenance?
Use Accounting Entity Maintenance to define information about your accounting entities. An
accounting entity is an independent financial entity within your company. The accounting entity is the
“middle level” of the organizational structure. Each accounting entity is summarized to the Tenant
level. Information defined at the accounting entity level includes:
Costing information, such as the costing method, POC revenue recognition method, and burden
basis
Default VAT information
Default Intrastat information
Payment information, such as Next Payment Batch Sequence # and withholding information
Default Order Management information, such as whether WIP/VAS is enabled, how the date of
the oldest outstanding invoice is determined, and allocation information
Information you define at the accounting entity level applies to each of the sites that belong to the
entity.
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Accessing Accounting Entity Maintenance
To access Accounting Entity Maintenance, select
Admin
,
Accounting Entity Maintenance
.
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Defining Accounting Entities
If you upgraded from a previous version, you defined one accounting entity ID during the upgrade
process.
If you have not exceeded the maximum number of accounting entities allowed by your license, you
can create additional accounting entities.
1
To create an accounting entity ID:
2
Click the New button.
3
In the Entity ID field, specify the accounting entity ID. We recommend that you
do not
use single
quotations (‘), forward slashes (/), or commas (,) in your entity ID. Using these characters may
cause issues with integrations to other products through Infor ION.
4
Click
Save
.
Use the tabs to define additional information about the accounting entity.
Specifying Information on the General Tab
Specify this information on the General tab:
The entity’s address
The entity’s tax ID number
The default language ID for menus
The effective exchange rate date
To specify information on the General tab:
1
Click the
General
tab.
2
In the address section, specify the entity’s address.
If you are licensed to use one entity and one site, define the address in Application Global
Maintenance. The address information specified in Accounting Entity Maintenance is not used in
a single entity, single site database.
3
In the Tax ID field, specify the entity’s tax ID number.
4
In the Language section, click the arrow and select USA. This field enables menus when you
build a baseline database. The field does not control the translations used in the interface. See
"Translations" on page 6–1 in the System Administration guide.
5
In the Effective Exchange Rate Date section, specify which date should be used to determine the
exchange rate to apply to a transaction. Select one of these options:
Use System Date
– Select this option to use the date that you entered the transaction to
determine the exchange rate.
Use Transaction Date
– Select this option to use the date of the transaction to determine the
exchange rate. Because you can specify a date on a transaction, the date of the transaction is not
necessarily the same as the current date. This is the default setting.
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After you enter a transaction for this entity, these options are not available.
6
Click
Save
.
Specifying information on the Costing tab
See "Manufacturing Costing" on page 5–1 in this guide.
Using the VAT Tab
Value-Added Tax (VAT) is a tax on consumed goods. While the total tax amount is ultimately paid by
the customer who purchases the final product, a portion of the tax is collected any time goods or
services are purchased.
For example, if a company buys two raw materials for the manufacture of a product, the company
would pay VAT on the raw materials. When the final product is sold, the company is reimbursed for
the taxes paid on the raw materials.
VAT is not typically paid on exports.
To activate the fields on the VAT tab, click the Value Added Tax Support Enabled check box.
Specifying General VAT Information
Specify this information on the VAT tab:
Use VAT Books to generate invoice numbers
– To use the invoice and memo numbering
information set up in VAT Books, select this check box. To use the auto-numbering scheme set up in
Accounts Payable Invoices and Accounts Payable Receivables, clear this check box.
Calculate VAT on Freight
– To apply VAT to freight charges, select this check box. To omit freight
charges from VAT calculations, clear this check box.
VAT Categories Required
– To require users to specify a VAT category when VAT is applied to a
transaction, select this check box. To allow users to apply VAT to transactions without specifying a
VAT category, clear this check box. VAT categories identify the type of item being taxed: material,
service, or other.
VAT Registration
– Specify the VAT number of your company.
Next VAT Sequence #
– Specify the next number to use for VAT reporting.
VAT Receivables Export ID
– Specify the Receivables Export ID if you are generating reports to file.
VAT Payables Export ID
– Specify the Payables Export ID if you are generating reports to file.
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Setting Up VAT Books
VAT Books control the numbering sequence of all invoices and memos created when VAT is enabled.
In the European Community, there may be more than one “VAT book” or numbering sequence in use
at any one time. With VAT enabled, more than one automatic number sequence can exist for invoices
and memos.
Use VAT Book Setup to specify numbering sequences. You can set up numbering sequences for
Accounts Payable Invoices, Accounts Payable Memos, Accounts Receivable Invoices, and Accounts
Receivable Memos. After you set up numbering sequences in VAT Book Setup, you can assign the
accounts receivable sequences to customers and accounts payable sequences to vendors.
When you generate invoices for your customers, the invoice number is determined by the VAT Book
code you assigned to the customer for invoices. If you issue a memo to a customer, the memo
number is determined by the VAT book code you assigned to the customer for memos.
If you create an invoice or memo manually, you must specify a VAT book code. If you create an
invoice or memo manually, the VAT book code you specify does not need to match the VAT book
code you specified on the customer or vendor record.
VAT codes are also used in VAT reports and Intrastat reports.
To set up a VAT Book:
1
Click
VAT Book Setup
.
2
Click
Insert
.
3
In the table, specify this information:
Code
– Specify an identifying code for the VAT Book.
Year
– Specify the year this VAT Book code is active. The current year is inserted when you
create a line in the table, but you can specify a different year.
Description
– Specify a description of the VAT Book.
4
In the Current Posting Date field, specify the date that transactions using the VAT Book code are
posted. This field is optional.
Posting dates used on VAT transactions must be sequential. For example, if you generated
invoice 101 and 102, the posting date on invoice 102 must be equal to or later than the posting
date on invoice 101.
If multiple users enter VAT transactions, you can specify a date in the Current Posting Date field
to ensure that posting dates on transactions are entered correctly.
5
In the VAT Code Type section, specify the types of transactions to associate with the VAT book
code. Select one or more of these check boxes:
A/R Invoices
A/R Memos
A/P Invoices
A/P Memos
6
In the Sequence Numbers section, specify this information:
Start Number
– Specify the first number to use.
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Next Sequential Number
– Specify the second number to use.
Alphanumeric Prefix
Specify the alphanumeric characters to use before the sequence number.
This field is optional.
Alphanumeric Suffix
– Specify the alphanumeric characters to use after the sequence number.
This field is optional.
Number of Decimal Places
– Specify the maximum number of digits to use in the ID.
Show Leading Zeros
– To display placeholder zeroes in the ID, select this check box. For
example, if you specified 4 in the Number of Decimal Places field and selected this check box,
0001 is used as the ID instead of 1.
7
In the Report Type field, click the arrow and specify the type of report to associate with the VAT
book code. Specify EC (European Community) or IT (Italy).
8
Click
Save
.
Setting Up VAT Percentages and G/L Accounts
You can set up VAT tax percentages and associated G/L accounts in the VAT section.
1
Click
VAT Setup
.
2
Click
Insert
.
3
In the table, specify this information:
Code
– Specify the VAT code.
Description
– Specify a description of the code.
4
In the Effective Date field, specify the date that the VAT code becomes effective.
5
In the VAT Type field, specify the type of VAT code. Select one of these options:
Default VAT
– Use this option to set up VAT codes to use between countries that are not both in
the European Commission.
Intra-Euro VAT
– Use this option to set up VAT codes between two countries in the European
Commission. Use this type to create VAT codes if vendors are not required to apply VAT for
transactions. You can specify Intra-Euro VAT codes on Vendor records and purchase orders, and
accounts payable invoices.
6
If you selected Default VAT in the VAT Type field, specify this information:
Tax Percent
– Specify the VAT percentage.
Tax G/L Account ID
– Specify the G/L account to be posted for this tax.
Recoverable Tax Percent
Specify the percent of recoverable tax. This pertains only to payable
taxes.
Tax Rcv G/L Account ID
– Specify the G/L account to be posted for this tax. This account
receives a debit entry for recoverable tax amounts.
7
If you selected Euro VAT in the Vat Type field, specify this information:
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Recoverable Tax Percent
Specify the percent of recoverable tax. This pertains only to payable
taxes.
Tax Rcv G/L Account ID
– Specify the G/L account to be posted for this tax. When a payable
transaction is processed, this account receives a debit entry for recoverable tax amounts.
Intra-Euro Tax Percent
– Specify the Intra-Euro VAT percentage. For Intra-Euro VAT codes, this
value typically equals the value that you specified in the Recoverable Tax Percent field.
Intra-Euro Debit Tax G/L Acct ID
– Specify the account to use to process any differences
between the recoverable tax percentage and the Intra-Euro tax percentage. Since these two
percentages are typically equal, transactions against this account should be minimal.
Intra-Euro Credit Tax G/L Acct
– Specify the account to credit when a payable transaction is
processed. If the recoverable tax percentage is equal to the Intra-Euro tax percentage, you can
enter the same account in this field as you entered in the Tax Rcv G/L Account ID.
8
Click
Save
.
Specifying VAT Categories
VAT categories identify the type of item being taxed: material, service, or other. If you have selected
the VAT Categories Required check box, users are required to select a VAT category for all VAT-
related transactions.
To specify a VAT category:
1
Click
VAT Category Setup
.
2
Click
Insert
.
3
Specify this information:
ID
– Specify the category ID.
Type
– Specify the type of item associated with this category. Click the arrow and specify one of
these options:
M
– Select
M
if this category is for a material.
S
– Select
S
if this category is for a service.
O
– Select
O
if this category is for other items.
Description
– Specify a description of the VAT category.
4
Click
Save
.
Using the Intrastat Tab
Intrastat is an optional feature. You must have the correct serial number to enable Intrastat. If you
have questions, please contact Infor Customer Support.
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Intrastat is a European Community term that refers to the tracking statistics of goods manufactured
and distributed to and from EC member countries. Intrastat is intended to eliminate customer
declarations for distributors of goods who import and export within the EC.
Intrastat applies to the importation and exportation of goods. It does not apply to goods shipped within
a given member country. Only VAT registered companies are required to provide Intrastat
information.
Intrastat requires that goods sold and manufactured in the EC be tracked so that their origin and
destination is recorded in a permanent way. Periodically, each manufacturer and distributor of goods
must report the items they sold and distributed, where they were manufactured or obtained, and
where they were sent, including intermediate distribution points.
Use the VISUAL Intrastat feature to report the appropriate information to the country in which the
manufacturer operates. You can also record supporting data on which the reports are based. The
exact form and format of these reports varies from country to country. You may need edit these
reports.
Specifying Intrastat Settings
To specify Intrastat settings:
1
Click the
Intrastat
tab.
2
In the Intrastat section, specify this information:
Intrastat Enabled
– Select this check box to enable the Intrastat features. When you select this
check box, the remaining fields on the tab become available.
Review Intrastat before Saving Transaction
To be prompted to view Intrastat information prior
to saving any transaction, select this check box.
Country ID
– Specify the Country ID of your company.
Branch ID
– Specify Branch ID of your company.
Next Sequence #
– Specify the next number for Intrastat report.
3
In the Report section, specify the formats of the Arrival report and the Dispatch report. The
options for the reports are the same. To specify the Arrival report format, click
Arrival Format
. To
specify the Dispatch report format, click
Dispatch Format
.
4
Specify this information:
Show
Select the data to show on the report. You can select
Tariff Code
,
Excise Price
,
Region,
Country
,
Port of Arrival
,
Port of Transshipment
, and
Siret Number
.
You cannot generate a report until all of the Intrastat line items you have selected are present.
Export ID
– Specify an Export ID to generate reports to file.
5
Click
Ok
to exit the dialog box.
6
In the Frequency section, specify how often the reports are generated. Click
Monthly
,
Quarterly
or
Yearly
.
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7
Click the
Save
button.
Specifying Additional Intrastat Report Information
Use the Additional Intrastat Maintenance window to specify additional Intrastat information to show on
your reports.
Note:
You must select the Intrastat Enabled check box on the Intrastat tab to display Additional
Intrastat Maintenance window.
To set up additional Intrastat information:
1
Select
Inventory
,
Intrastat Maintenance
.
2
In the header, specify the filters for the table. Specify these filters:
Site ID
– If you are licensed to use multiple sites, click the Site ID arrow and select the site ID to
view in the table. If you are licensed to use a single site, this field is unavailable.
Movement Type
– Select the movement to view in the table. Click Dispatch or Arrival.
Date Range
– Use the calendar buttons to specify the time period to view in the table.
3
To add a new transaction using the criteria you specified in the header, click the
Insert Row
button.
4
Specify this information:
Reference
– Specify a short description or reference code for the transaction.
Movement Date
– Specify the date the movement takes place.
Tariff Code / Commodity Code
– Double-click the browse button and select the Tariff or
Commodity code.
Excise Price
– Specify the excise charge.
Delivery Terms
– Click the arrow and select the delivery terms for this transaction.
Nature of Trans
– Double-click the browse button and select the type of transaction.
Mode of Transport
– Double-click the browse button and select the type of transportation used.
Net Mass
– Specify the weight of the shipment.
Supplement Unit
– Specify the number of units.
To Country
– Click the browse button and select the country to which the shipment is going.
Orig Country
– Click the browse button and select the country from where the goods originally
came.
From Country
– Click the browse button and select the country from which this shipment is
shipped.
Region
Click the browse button and select the region of the country from which this shipment is
shipped.
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Port of Arrival
Click the browse button and select the port in which this shipment will first arrive
in the country.
Port of Transshipment
– Click the browse button and select the intermediate country used
between shipping and receiving.
Number of consignments
– Specify the number of agents selling items in the shipment for the
shipper.
5
Click the
Save
toolbar button.
Specifying ESL Information
A European Sales List (ESL) is a VAT report that is based on goods reported under Intrastat. Specify
this ESL information:
ESL Export ID
– Specify an ESL Export ID to generate reports to file.
Next Sequence #
– Specify the next number for the ESL report.
Frequency
– Specify how often to generate the report. Click one of these options:
Monthly
,
Quarterly
, or
Yearly
.
Click
Save
.
Entering Intrastat Codes
Use the buttons at the bottom of the Intrastat tab to specify codes used in Intrastat transactions. You
can specify these codes:
Port of Arrival
– This identifies the place where the goods are received.
Nature of Transaction
– This identifies the type of transaction, such as transfer of ownership or
return of goods.
Tariff
This identifies the tariff applied to the transaction. This code is for identification purposes only.
It does not actually apply the tariff rate.
Country
– This identifies the countries used in Intrastat transactions.
Port of Transshipment
– This identifies the place where goods are shipped.
Mode of Transport
– This identifies the methods used to transport goods.
Region
– This identifies regions where your warehouses are located.
For all code types except Country, you specify a code and a description. For the Country code type,
you specify an ID, description, whether Intrastat is required for the country, and the Intrastat country
ID.
To specify Port of Arrival, Nature of Transaction, Tariff, Port of Transshipment, Mode of Transport,
and Region codes:
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1
Click the button that corresponds to the code you are entering. For example, click
Port of Arrival
to enter Port of Arrival codes.
2
Click
Insert
.
3
Specify this information:
Code
– Specify a code.
Description
– Specify a description for the code.
4
Click
Save
.
Specifying Country Codes
To specify a country code:
1
Click
Countries...
.
2
Click
Insert
.
3
Specify this information:
ID
– Specify a code.
Description
– Specify a description for the code.
Intrastat Required
– Select this check box to require Intrastat to be used with the country ID.
Intrastat Country
– Specify the country ID to use with Intrastat.
4
Click
Save
.
Using the Payment Tab
Use the Payment tab to specify default information for electronic payments you make to vendors.
electronic payments made to vendors. You can specify this information on the Payment tab:
Batch number information
Withholding information
Cash variance information
Source of commission payments
To specify electronic payment settings:
1
Click the Payment tab.
2
In the Next Payment Batch Sequence # field, specify the next batch number to use for payments.
3
If you withhold tax from your vendor payments, select the Withholding Enabled check box. Then,
specify this information:
Next Sequence #
– Enter the next sequential number to use for reporting.
Social Security No.
– Enter the company’s or individual’s social security number.
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3 – 13
Summary Export ID
– Enter an Export ID for monthly summary reports.
Certificate Export ID
– Enter an Export ID for tax certificates.
4
In the Cash Variance section, specify this information:
Number
/
Percent
– Select whether to calculate cash variances by numbers or percentages.
Minimum
– Enter the smallest number or percent to report.
Maximum
– Enter the largest number or percent to report.
5
In the Pay Commission By section, specify the basis for commissions you pay to your sales force.
Click one of these options:
Cash Receipt
– Click this option to generate commissions when you receive payment from the
customer.
Invoice/Invoice Date
– Click this option to generate commissions based on the accounts
receivable invoice.
6
Click
Save
to save the information.
Using the Order Management Tab
Use the Order Mgt tab to specify default information for your customer order management. In the
Order Mgt tab, you can:
Enable WIP/VAS. WIP/VAS (work in process/value-added service) is typically used in conjunction
with VISUAL DCMS.
Specify allocation behavior
Specify the default shipping weight unit of measure
Specify the default back order fill rate
Specify order management codes
To specify this information:
1
Click the
Order Mgt
tab.
2
Select the
WIP/VAS Enabled
check box to enable WIP/VAS functions.
Parts that make up an order may require extra services before they are shipped to a customer or
transferred to another warehouse. For example, parts in an order may require price tag printing
and application. These activities are work in process (WIP) activities.
In certain cases, employees in the distribution center may need to provide additional services
before a product is shipped. These activities are value-added services (VAS).
Note:
You cannot use WIP/VAS if you do not have an Order Management enabled serial number.
3
Specify allocation settings. Depending on your selections, certain options become available or
unavailable. Select from these options:
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Infor VISUAL System-wide Features Guide
Allocations Require Warehouse/Location
– To allow users to allocate supply and assign
demand without specifying a warehouse or a location, clear this check box. To require supply
allocations and demand assignments to have a warehouse ID and location ID before they can be
linked to transactions, select this check box. When you select this check box:
You must supply a Warehouse ID for purchase and customer orders before you save the
order.
You can enter a new work order and add material requirements and operations, but you
cannot allocate work order quantities to demand or allocate supply to material requirements.
This setting does not apply to interbranch transfers (IBTs).
When you select the Allocations Require Warehouse/Location check box, the Auto Allocate check
box and the Requirement Allocation Level options become available.
Requirement Allocation Level
– These options become active when you select the Allocations
Require Warehouse/Location check box. Use the requirement allocation level to determine if
materials must be allocated to work orders before the work order can be firmed or released. Click
one of these options:
Full
– Click this option to require all materials to be allocated to the work order before the
work order can be firmed or released.
Partial
Click this option to optionally allow required materials to be allocated to a work order
before the work order can be firmed or released. When you click this option, a work order can
be released without materials allocated.
None
– Click this option if you do not require materials to be allocated to a work order before
it can be released.
Auto Allocate
– To automatically allocate supply to demand, select this check box. You cannot
select the Auto Allocate option unless you have selected the Allocations Require Warehouse/
Location option.
Customer Order Allocation
– When you select the Auto Allocate option, the Customer Order
Allocation Level section becomes active. Use the customer order allocation level to determine if
materials must be allocated to customer orders before the orders can be placed. Click one of
these options:
Full
– Click this option to require all materials to be allocated to customer orders before the
orders can be placed.
Partial
– Click this option to optionally allow required materials to be allocated to customer
orders before the orders can be placed. When you click this option, a customer order can be
placed without materials allocated.
None
– Click this option if you do not require materials to be allocated to a customer order
before it can be placed.
4
In the Default Shipping Weight UM field, click the browse button and specify the unit of measure
to use for weight shipment in the Order Management Window.
5
In the Default Back Order Fill Rate field, specify the default fill rate to use for customer back
orders.
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The back order fill rate is a number between 0 and 100 that indicates the minimum percentage of
available stock that must be allocated to the customer if a back order balance remains on a
customer order. For example, an order fill rate of 100 for a C/O line for 1,000 back-ordered parts,
produces a minimum fill rate quantity of 1,000; an order fill rate of 80 for a C/O line of 1,000
produces a minimum fill rate quantity of 800. For more information on Customer fill rates, refer to
the “Shipping Entry” chapter.
6
Click the
Save
button.
Maintaining Order Management Codes
Use the buttons in the Maintenance section to access these Order Management codes:
Priority Codes
Customer Order Types
WIP/VAS Codes
Customer Types
HTS Codes
Part Alias Types
The codes you specify in the Order Management tab apply to all of your accounting entities, not just
the selected accounting entity.
Specifying Priority Codes
Use priority codes to determine what percentage of available stock can be used to fill a customer
order. Assign a priority code to a customer in Customer Maintenance.
To set up priority codes:
1
Click
Priority Codes
.
2
Click
Insert
.
3
Specify this information:
Priority Code
– Specify a code.
SKU Rate
– Specify the percentage of available stock that can be allocated to a customer with
this code. Specify a number between 0 and 100.
Description
– Specify a description of the code.
4
Click
Save
.
Entering Customer Order Types
Use customer order types to classify the orders you place in the Order Management window.
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To specify customer order types:
1
Click
Customer Order Types
.
2
Click
Insert
.
3
Specify this information:
Order Type
– Specify the order type.
Description
– Specify a description of the order type.
4
Click
Save
.
Specifying WIP/VAS IDs
Your license key governs your access to WIP/VAS functionality. Contact your Infor Global Solutions
sales associate for more information.
Note:
Before you can enter WIP/VAS information, you must select the
WIP/VAS Enabled
check box.
If WIP/VAS is not enabled, none of the WIP/VAS features apply to allocation and the features for
maintaining and using WIP/VAS are not visible.
WIP/VAS (Work In Process/Value Added Services) are customization services that you perform on
inventory. While not completely manufacturing in nature, WIP/VAS requires the management of
inventory moving in and out of service sections in a warehouse. WIP/VAS starts during order entry,
when a customer requests one of these specialized services. WIP/VAS is only for warehouses or
distribution centers with the capability to manage the services. WIP/VAS specifications are also
available at the customer order line level.
Use the WIP/VAS dialog box to specify the WIP/VAS tasks that can be performed on inventory.
To specify WIP/VAS tasks:
1
Click
WIP/VAS
.
2
Click
Insert
.
3
Specify this information:
WIP/VAS ID
– Specify an ID for the WIP/VAS you perform on a part.
Description
– Specify a description of the ID.
Unit Price
– Specify the price per unit for the WIP/VAS activity.
4
Click
Save
.
Entering Customer Types
The customer types dialog box becomes available when you select the
Allocation Require
Warehouse/Location
check box.
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Customers have different order requirements. Some customers may have complex order fulfillment
schedules to which they must adhere. Others may have specific allocation needs at one warehouse,
or various warehouses scattered across the country. Assign ranks to customers according to the
degree of their order fulfillment requirements.
Assign types to customers in Customer Maintenance.
To specify customer types:
1
Click
Customer Types...
.
2
Click
Insert
.
3
Specify this information:
Type
– Specify the ID for this customer type.
Description
– Specify a description for this customer type.
Priority
– Specify the priority for this customer type. The priority is used to sort customers during
the allocation process. The lower the number, the higher the priority of customer.
Allocation Fence
– Specify a numeric allocation fence for this priority. An Allocation Fence is
used to determine which orders are considered by the Allocation Utility. If an order’s required ship
date is outside the allocation fence, the order is ignored during the allocation process.
Reallocate
– To remove existing allocations when the Allocation Utility is run a second time,
select the
Reallocate
check box. To retain existing allocations when the Allocation Utility is run a
second time, clear this check box.
Auto Allocate
– To automatically create allocations for this customer type, select the
Auto
Allocate
check box.
Allocation Level
– Click the arrow and specify the allocation level to use. You can select:
None
– No allocation is made.
Partial Allocation
– This selection allows you to allocate supply to the work order
requirement, but makes allocation optional.
Full Allocation
This selection requires you to make sure that work order requirements have
allocated supply before you firm or release the requirement.
4
Click
Save
.
Entering Harmonized Tariff Schedule (HTS) Codes
Use HTS codes when shipping to and receiving from international locations.
To enter Harmonization codes:
1
Select
Maintain
,
Harmonization Codes
.
2
Click
Insert
.
3
Specify this information:
HTS Code
– Specify a unique identifier for the code.
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Infor VISUAL System-wide Features Guide
Description
– Specify a description for this code.
Duty %
– Specify the duty percentage for this code.
4
To specify duty percentages by country, click
Duty by Country
.
a
Click
Insert
.
b
Specify this information:
Country of Origin
– Specify the country that has a specific duty percentage.
Duty %
– Specify the duty percentage.
c
Click
Save
.
5
Click
Save
.
Specifying Part Alias Types
Part aliases are alternate names for part IDs. Use Part Alias types to classify the alternate names you
use.
To specify part alias types:
1
Click
Part Alias Types...
.
2
Click the
Insert
button.
3
Specify this information:
Part Alias Type
– Specify the part alias type.
Description
– Specify a description of the part alias type.
Using the Defaults Tab
Use the Defaults tab to specify requisition approval group names, how purchase requisition approval
tasks are generated, and requisition rejection codes.
To specify this information:
1
Click the
Defaults
tab.
2
In each of the Approval Label fields, specify the label to display on the Approval tab of the
Purchase Requisition Entry window.
3
To generate all purchase requisition approval tasks for groups simultaneously, select the
Generate All Tasks Simultaneously
check box. To generate approval tasks in sequential order,
clear the check box. When you clear the check box, the first group must approve the purchase
requisition before the second group’s approval tasks are generated.
4
To require users to enter passwords for fields you have secured, select the
Passwords Required
for Secured Fields
check box.
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5
To create one batch per transaction when you post to the general ledger, select the
Create
Financial Batches with Only One Transaction
. If you post multiple transactions to the general
ledger at the same time, a batch is created for each transaction. Clear this check box to create
one batch for all transactions in the posting.
6
In the AP/AR Cash Management section, specify the default bank accounts to use for this entity.
You can override the defaults on individual transactions. Specify this information:
Cash Receipt Default Bank Acc
t Click the browse button and select the default account to use
for cash receipts. You can select any bank account associated with the current entity.
Cash Payment Default Bank Acct
– Click the browse button and select the default account to
use for payments. You can select any bank account associated with the current entity.
7
In the Customer Balance Method section, specify how to calculated the customer’s open balance.
Click one of these options:
Orders, uninvoiced shipments and unpaid invoices
– Click this option to calculate the
customer’s open balance as the total of open orders, uninvoiced shipments, and unpaid invoices.
Uninvoiced shipments and unpaid invoices
Click this option to calculate the customer’s open
balance as the total of uninvoiced shipments and unpaid invoices. Open customer orders are
excluded from the calculation.
Unpaid A/R Invoices
– Click this option to calculate the customer’s open balance as the total of
unpaid accounts receivable invoices only.
8
Click
Save
.
Specifying Task Rejection Codes
Before creating any purchase requisitions, add the rejection codes to use to your database. Rejection
codes help you classify rejected purchase requisition tasks.
Purchase Requisition Entry and ECN Entry share a common Rejection Code table. This feature is
available from both the ECN tab in Site Maintenance and the Default tab in Accounting Entity
Maintenance.
1
Click
Rejection Codes
.
2
Click
Insert
.
3
Specify this information:
Code
– Specify an identifier for the rejection code.
Description
– Specify a description for this code.
4
Click
Save
.
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Site Maintenance
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|
4 – 1
Chapter 4: Site Maintenance
This chapter describes these topics:
Topics
What are Sites? .............................................................................................................................. 4–2
Accessing Site Maintenance........................................................................................................... 4–3
Creating a Site ................................................................................................................................ 4–4
Assigning Existing Parts, Resources, Services, and Employees to Sites .................................... 4–20
Setting Service Charge Defaults................................................................................................... 4–22
What are Sites?
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Infor VISUAL System-wide Features Guide
What are Sites?
Sites are specific physical locations that have their own parts, services, shop resources, and
warehouses. Database users and employees are assigned to specific sites. Most of the transactions
you enter are at the site level.
If you are licensed to use multiple sites, you can set up different information for each site. If you are
licensed to use a single site, then you can set up information for your single site in Site Maintenance.
To set up basic information about sites, use Site Maintenance. You can:
Create sites
Set up general information, such as the site address, default packlist status, repetitive
manufacturing information, part location on the fly information, part warehouse on the fly
information, and issue negative information
Set up scheduling information
Set up shipment tracking information, such as shipment reason codes, default shipping label
information, and the partial shipments with pre-invoiced orders setting
Set up ECN information
Set up inventory and labor defaults, inspections defaults, and default project warehouse
information
Assign existing parts, services, and shop resources to the site
Maintain calendar exceptions
If you are licensed to use multiple sites, the system administrator can assign the site to database
users. Assigned sites are referred to as allowable sites. Database users can choose which of their
allowable sites they want to use. The sites database users choose to use are referred to as viewable
sites. If you are licensed to use a single site, all users should be assigned to the single site.
If you are licensed to use multiple sites, you also assign sites to employees in Employee
Maintenance. Employees can enter labor tickets for any site they are allowed to use. If you are
licensed to use a single site, all employees should be assigned to the single site.
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Accessing Site Maintenance
To access Site Maintenance, select
Admin
,
Site Maintenance
.
Creating a Site
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Infor VISUAL System-wide Features Guide
Creating a Site
Each site belongs to an accounting entity. Accounting entities can have multiple sites, but each site
can belong to only one entity.
If you upgraded from a previous version, you defined one accounting entity ID for each of your
financial entities during the upgrade process. Each financial entity ID becomes a site ID in the
upgraded database.
If you have not exceeded the maximum number of sites allowed by your license, you can create
additional sites.
Before you can create a site, you must define its parent accounting entity. The accounting entity must
have an entity currency assigned to it.
To create a site:
1
Click
New
.
2
Click the
Entity ID
arrow and select the parent accounting entity for the site you are creating.
3
In the Site ID field, specify a Site ID. We recommend that you
do not
use single quotations (‘),
forward slashes (/), or commas (,) in your site ID. Using these characters may result in reduced
site selection functionality in reports and cause issues with integrations to other products through
Infor10 Ion.
4
Click
Save
.
Specifying General Site Information
Use the General tab to define basic information about your site.
1
Click the
General
tab.
2
Specify the site’s address in the address fields.
If you are licensed to use a single site, the address you define in Application Global Maintenance
is used in the system. You do not have to specify a site address.
3
In the Packlists section, specify the default status for this site’s packlists. Specify one of these
values:
S
– (Shipped) Packlists are not invoiced or shipped.
1, 2, or 3 Review
– Packlists must be reviewed.
A
– Approved for Invoicing.
4
In the Repetitive section, specify information to use in the Material Planning Window. Specify this
information:
Demand Fence 1 and 2
– Demand fences are used in conjunction with MRP. The values you
specify in this section are used to order parts if the part has an order policy of Master Schedule,
and the demand fence is not defined on the part’s record or on the product code for the part. The
value is in days.
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Use Fence 1 as MRP Frozen Period
– To prevent planned orders from being created during the
demand fence period, select this check box. When you select this check box, planned orders
cannot be created within the demand fence time period. Planned orders are generated after the
time specified in demand fence 1 elapses. By using a frozen demand fence, you can prevent
planned order from being generated in a time frame that is too short to actually supply the
product.
Clear this check box to allow planned orders to be generated at any time.
5
In the Part Location on the Fly section, select one of these options:
Not Allowed
Select this option to prevent part locations from being assigned on the fly. You can
only use existing part/location associations. You cannot create new part/location associations or
unique warehouse locations at the time of transaction. With this setting, you must establish part/
location associations using the Part Maintenance window or the Part Location Creator.
Assign Existing Location to Part
– Select this option to allow users to assign an existing
warehouse location to a part (an association that previously did not exist) at the time of a
transaction. The warehouse location and part must already exist.
Create New Location and Assign to Part
– Select this option to allow users to create a new
warehouse location and assign it to a part, thereby creating a valid part/location association at the
time of the transaction. The warehouse must already exist.
The part location on the fly setting applies to transactions created using:
Inventory Transaction Entry (VMINVMNT.EXE)
This applies when you receive, issue, adjust, and transfer (only in To Warehouse Locations)
part quantities and must specify a warehouse location into which you are receiving,
transferring, issuing, or adjusting.
Purchase Receipt Entry (VMRCVMNT.EXE)
This applies when you are receiving a purchase order quantity at a warehouse and can
specify a location within the warehouse at the time of receipt.
Shipping Entry (VMSHPENT.EXE) (returns only)
This applies when you are receiving a returned customer shipment at a warehouse and can
specify a location within the warehouse at the time of return receipt.
Physical Inventory Count (VMPHYINV.EXE)
This applies when you are conducting part counts and recounts within warehouses and can
specify a location.
Interbranch Transfer Shipping Entry (VMIBTSHP.EXE)
This applies when you are shipping an IBT from one warehouse (From Whse ID) location to
another (To Whse ID) and can specify from which location to ship the parts.
Interbranch Transfer Receipts Entry (VMIBTRCV.EXE)
This applies when you are receiving an IBT into a warehouse location (To Whse ID) and can
specify into which location to receive the transfer.
When you create a new part/location association, you are prompted to specify a Hold Reason
ID, Description, and a Status for the part in the new Warehouse Location.
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6
In the Part Warehouse on the Fly section, select the Prevent Warning Message to prevent a
warning message from displaying when you create a new Part Location on the fly. This check box
is not available if you selected the Not Allowed option in the Part/Location on the Fly section.
7
In the Issue Negative section, select from these combinations:
Warehouse cleared, Location cleared
– Use this combination to prevent both locations and
warehouses from reaching a negative quantity.
Warehouse selected, Location selected
– Select both check boxes to allow individual
warehouse locations to reach a negative quantity and to allow the warehouse to reach a negative
quantity as well. The system behaves in the same manner as it does if you select only the
Warehouse check box.
Warehouse cleared, Location selected
– Use this combination to allow warehouse locations to
reach a negative quantity, but to prevent the warehouse from reaching a negative quantity. If you
select this combination, a particular warehouse location can reach a negative quantity provided
that the material is available in another location in the warehouse.
Warehouse selected, Location cleared
If you select this combination, neither warehouses nor
locations are allowed to reach a negative quantity.
Auto Issue locations are exempt and are allowed to reach negative quantities regardless of the
setting.
Allocations are not considered. The system only considers quantity on hand when determining
whether the location reaches a negative quantity.
8
Select the
Allocate Negative
check box to allocate demand even though it may cause a negative
balance.
9
Use the Prevent Negative Backdating check box to determine how to examine current inventory
when a backdated inventory transaction is generated in Inventory Transaction Entry, Shipping
Entry, Receiving Entry, or IBT Shipping Entry. If you select this check box, then the quantity you
had on hand on the date of the transaction is used to determine inventory levels. If you did not
have sufficient quantity on the date of the transaction, then the transaction cannot be completed.
For example, say you enter an adjust out inventory transaction on January 5 for 10 units, but you
specify January 3 as the transaction date. If you only had 8 units in your inventory on January 3,
then you are prevented from completing the backdated transaction if you select the Prevent
Negative Backdating check box.
If you clear the Prevent Negative Backdating check box, then the quantity you have on hand on
the date you enter the transaction is used to determine inventory levels. For example, say you
enter an adjust out inventory transaction on January 5 for 10 units, but you specify January 3 as
the transaction date. If you have 10 units on hand on January 5, then you can complete the
transaction, even if you did not have 10 units on hand on January 3. When you clear the Prevent
Negative Backdating check box, you can generate negative inventory balances for past dates,
even though you do not allow negative inventory balances for current dates.
10
If VISUAL is integrated to Infor Quality Management®, select the Enable check box in the Infor
Quality Management Interface section. Specify this information:
Always Use/Query Use
– After an ECN is ready to be implemented, you click the Start button in
ECN Entry. These options determine the result of clicking the Start button. If you click Always
Use, then IQM is always launched when you click the Start button in ECN Entry. If you click Query
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Use, then you are prompted to choose to open the appropriate IQM maintenance window or to
open the appropriate VISUAL maintenance window. For example, if the ECN is for a document,
you can choose to open IQM Document Maintenance or VISUAL Document Maintenance.
Application Path
– Specify the default URL for IQM. This is the URL you access to sign into IQM.
Configuration
– Specify the IQM configuration to sign into.
Use VE User
– To pass the currently signed in VISUAL user ID to the IQM sign in window, select
this check box. If the user is already signed into IQM, then IQM can be accessed directly from
VISUAL. The user does not have to sign into IQM again. If the user is not currently signed into
IQM, then the user ID is passed to the IQM sign in window. The user must supply a password. To
require users to always sign into IQM, clear this check box.
11
Click
Save
.
Specifying Site Scheduling Information
Use the Scheduling tab to define the default shop calendar for the site. The weekly shop calendar
defines standard workday and shift information for your plant. The Global Scheduler uses this
information when producing a shop schedule. You can define calendars specific to a particular
schedule or individual shop resource. Where neither of these are defined, the calendar specified here
is used. This calendar should therefore define the default work week. Exceptions for holidays and
different work center schedules are handled elsewhere.
If you are licensed to use a single site, set up scheduling information in Application Global
Maintenance.
1
Click the
Scheduling
tab.
2
In the Production Schedule section, click Define Production Schedule and specify this
information:
ID
– Specify an ID for the production schedule.
Description
– Specify a description for the production schedule.
Note:
You can also specify a default production schedule ID for the site when you access the
Global Scheduler. If you have not yet defined the default production schedule ID for a site, when
you access the Global Scheduler you will be prompted to define the ID and description for each
site that does not have a default production schedule ID.
3
In the table, specify this information:
1st Shift Start
– Enter the starting time for the first shift for each day of the week. By default, the
first shift starts in the morning (AM).
Shift 1, Shift 2, Shift 3
– For each day that has at least one shift, specify the length in hours of
each shift. If a shift is not worked, enter a 0.
The totals of the three shifts cannot exceed 24 hours.
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First Shift is the period of hours starting at the 1st Shift Start time and ending after the specified
number of hours in the shift. Second shift follows immediately after the first shift and ends after
the specified number of hours. Third shift is immediately after the second shift; it ends after the
specified number of hours.
For example, if you specify a shift start of 7:00:00 AM, a first shift length of 8 hours, a second shift
length of 8 hours, and a third shift length of 4 hours, first shift is 7:00 AM to 3:00 PM, second shift
is 3:00 PM to 11:00 PM, and third shift begins at 11:00 PM and runs until 3:00 AM.
4
Use the check boxes to define scheduling parameters. The selections you make apply to all
schedules for the site. Select one or more of these options:
Treat All Release Dates as Hard in All Schedules
– To schedule all work orders based on their
hard release dates, select this check box. If you select this check box, the Concurrent Scheduler
schedules no activity on any work orders in any schedule before the work order’s hard release
date, which you specify when you create the work order. If you select this check box, the Treat
release date as hard check box on individual work orders is not available.
To decide whether to treat the release date as hard on a work order by work order basis, clear this
check box. When you clear this check box, the Treat release date as hard check box becomes
available on individual work orders. If you clear the Treat release date as hard check box on an
individual work order, the release date is disregarded, and the work order is scheduled as time
and materials allow.
Use All Supply Before Applying Lead-time in Material Checks
– To consider material supply
beyond work orders’ required dates, select this check box. When you select this check box, the
scheduler ignores a work orders required date when locating material supply. When sufficient
supply is located, the work order is scheduled. If sufficient supply cannot be located, then the
material’s lead time is used to determine when the work order can be scheduled.
If you select this check box, then all parts in the site will use all supply before applying lead time.
You cannot override the setting on the part record.
To consider material supply only up to the work order’s required date, clear this check box. When
you clear this check box, the scheduler does not look beyond the required date for supply when
there is insufficient supply at the required date. In this case, it applies the part’s or requirement’s
lead time to determine if sufficient supply can be
obtained by the required date, or to determine
w
hen it can obtain sufficient supply.
If you clear the check box in Site Maintenance, you can specify on a part-by-part basis which
setting to use. In Part Maintenance, use the Supply Before Leadtime check box specify whether
or not to use the work order’s required date when assessing supply.
The Concurrent Scheduler considers purchase orders, purchase order delivery schedules,
Coproducts, work orders, and, if netting planned orders, planned orders, as supply.
Use Global Calendar and Exceptions for Fabricated Parts
– To take calendar exceptions into
account when calculating availability dates for your fabricated parts, select this check box. By
using this setting you can specify the dates you do not want to use in calculations. Clear the
check box to ignore calendar exceptions.
Use Global Calendar and Exceptions for Release Dates
– To take calendar exceptions into
account when calculating release dates, select this check box. By using this setting you can
specify the dates you do not want to use in calculations. Clear the check box to ignore calendar
exceptions.
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5
In the Scheduling Notch size section, specify the notch size for the schedule. To set the notch size
to one second, select the One second check box. When you select this option, the In Minutes field
is unavailable. To set the notch size in minutes, clear the One second check box, then specify a
notch size in the In minutes field. You can specify any whole number from 1 to 6; for example,
specify 2 for a notch size of two minutes. You can also specify 10 for a notch size of 10 minutes.
6
Click
Save
.
Specifying Calendar Exceptions
In some instances, you may need to change a normal shift day. In these cases, you can define an
exception for the calendar. For example, use the exception table to define holidays.
If you have multiple sites, you can import the calendar exceptions in Application Global Maintenance
into the calendar exceptions you define in Site Maintenance.
1
Select
Maintain
,
Calendar Exceptions
.
2
In the Site ID field, click the arrow and select the site for which you are defining calendar
exceptions.
3
Click
Insert
.
4
Specify the start date and end date for the exception. For example, if the resource will not be
available on January 1, 2012, enter 1/1/12 for the start and end date.
5
Specify the time that the First shift starts.
6
Enter the shift duration for the exception. If the shift is not to work at all, specify zero (0) in that
shift’s column.
The scheduler uses the information you enter here to adjust the normal weekly calendar setting
for the date of the exception, thereby giving an accurate estimation of resource availability.
7
Click
Save
.
You can modify and add information to the Shop Calendar and Exception Days Table at any time.
The changes take effect the next time you run the Global Scheduler.
Copying Global Exceptions
You can copy the calendar exceptions set up in Application Global Maintenance to the site. To copy
calendar exceptions:
1
In the Site ID field, click the arrow and select the site for which you are defining calendar
exceptions.
2
Click
Copy from global exceptions
.
3
Click
Save
.
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Specifying Shipment Tracking Information
Shipment Tracking is primarily for European users who need to be able to produce appropriate
shipping documentation for materials that they may be holding off-site, are in transit to some other
location—a customer or another warehouse—or that they are returning to a vendor.
To specify shipment tracking information:
1
Click the
Shipment Trk
tab.
2
To enable the shipment tracking function, select the
Shipment tracking enabled
check box.
When you select this check box, you can print transportation document in these applications:
Shipping Entry
Service Dispatch Entry
Interbranch Transfer Entry
Interbranch Shipping Entry
When you select this check box, the Shipment Reason Codes section Maintenance section
become available.
Clear the check box if you do not use shipment tracking.
3
If you selected the Shipment tracking enabled check box, specify this information:
Shipment Reason Codes
– This section is available only if you select the Shipment tracking
enabled check box. Click one option:
Required
– Select this option if users must supply a reason code to print a transportation
document.
Optional
– Select this option if users can print a transportation document without supplying a
reason code.
Maintenance
Click Ship Reason Codes... to define reason codes for your shipping documents.
Specify this information:
Shipment Type
– Click the arrow and select one of these types:
Shipment
– Select this option to classify the shipment as a shipment of goods to an outside
location.
Inventory Transfer
– Select this option to classify the shipment as a transfer of inventory
between locations.
Service Dispatch
– Select this option to classify the shipment as a service dispatch.
Purchase Return
– Select this option to classify the shipment as a purchase return.
Reason Code
– Specify a unique reason code ID.
GL Account ID
– Specify an account ledger to assign to this Ship Reason Code.
Default Warehouse ID
– Specify the ID for the warehouse to use for this code.
4
In the Default Shipping Label field, click the Default Shipping Label browse button and select the
default label format.
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5
To allow the deletion of packlists with ship dates in closed or locked periods, select the
Allow
Deletion of Packlists in Closed or Locked Periods
check box. When you select this check box,
any packlist can be deleted provided that no invoices have been created for the packlist. Clear the
check box to allow packlists to be deleted only if the ship date is in an open period.
6
In the Partial Shipments with Pre-invoiced Orders section, select one option:
Create memo with excess balance
– Select this option if you would like to create a memo for
any excess amount from pre-invoices or progress billings when customer orders are partially
shipped. For example, if the customer has been pre-invoiced for $300 for a certain quantity of a
part, and you have shipped $200 worth, then the system generates a memo worth $100 for the
customer's account.
Retain excess balance for future shipments
– Select this option if you would like to retain the
excess amount that a customer has been pre-invoiced or has been progress billed. The system
behaves differently depending on if you pre-invoice the customer or progress bill the customer.
If you progress bill the customer, the system considers the amount to apply on a line-by-line
basis. For example, if the customer has a progress billing invoice for $300 for a certain quantity of
a part on line 1 of the customer order, and you have shipped $200 worth, then the system retains
the $100 to apply to a future shipment of the same part on line 1 of the customer order.
If you create the pre-invoice in Accounts Receivable Invoice Entry, then the grand total of the
customer order is considered when the system determines the amount to refund or apply to a
future shipment. The individual lines are not considered.
If you close the customer order or a line short prior to consuming all of a pre-invoice amount, the
user must manually generate a memo to offset the remaining balance of the pre-invoice.
If you select this option, certain options may be disabled in Invoice Forms. If at least one
customer order has been partially shipped and has a pre-invoice applied to it, the system disables
the Create A/R Invoices, Combine All Packlists for an Order on One Invoice, and Combine All
Packlists for a Customer on One Invoice options. You can re-activate these options by generating
invoices for pre-invoiced orders with partial shipments. To identify these orders, print the List of
Pre-Invoiced Orders with Partial Shipments report. Then, use the Generate/Print One Invoice
option available on the File menu to generate an invoice for each order in the List of Pre-Invoiced
Orders with Partial Shipments report. After you generate each invoice, the system reactivates the
Create A/R Invoices, Combine All Packlists for an Order on One Invoice, and Combine All
Packlists for a Customer on One Invoice options.
7
Click
Save
.
Specifying ECN Information
If you use Engineering Change Notices (ECNs) to control changes in your manufacturing processes,
use the ECN tab to specify settings for ECN control.
1
Click the
ECN
tab.
2
Specify these settings:
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Modify ECNs with an on-hold status
– To allow users to modify ECNs with an on-hold status,
select this check box. Clear this check box to prevent users from modifying ECNs with an on-hold
status.
Passwords required for secured fields
– To require users to enter a password when they enter
data or change the status of secured fields, select this check box. This functionality provides you
with electronic signature capability. To allow users to modify secured fields without entering a
password, clear this check box.
Generate all tasks simultaneously
To generate tasks for members of all of your ECN teams at
the same time when you change the ECN’s status from Undefined, select this check box. Clear
this check box to generate tasks for only the first non-completed team. For example,
Implementation team members will not receive tasks until Authorization team members have all
signed off on their tasks.
Lock new engineering change notifications
– To automatically lock all new ECNs, select this
check box.
Allow application of ECN to unreported ops/reqs to in-process work orders
To apply ECNs
to work order that are already in process, select this check box. ECNs will be applied provided
that labor has not already been reported or material issued to the operations and requirements
affected by the ECN. For example: you have an engineering master with operations A, B, and C.
You enter an ECN that affects operation B.
In one work order based on the engineering master, a labor ticket has already been entered
against operation B. In this case, the ECN would not be applied to the work order. In another work
order based on the engineering master, labor had been reported to operation A but not to
operation B. In this case, the ECN would be applied.
If the ECN update has any impact on a requirement or operation that has actual labor or material
issues, the work order will not be updated. For example, if an ECN changes a quantity per on a
leg header card, the work order will not be updated If labor or materials have been applied under
the leg.
If you select this check box, ECNs will not be applied to split work orders or work orders with
active demand supply links.
Clear the check box if you do not want the system to apply ECNs to any in-process work order.
One active ECN per part
– Select this check box to allow only one active ECN per part master.
Clear this check box to allow multiple ECNs to be applied to a single part master.
One active ECN per document
– Select this check box to allow only one active ECN per
document. Clear this check box to allow multiple ECNs to be applied to a document.
One active ECN per work order
– Select this check box to allow only one active ECN per work
order. Clear this check box to allow multiple ECNs to be applied to a work order.
One active ECN per engineering master
– Select this check box to allow only one active ECN
per engineering master. Clear this check box to allow multiple ECNs to be applied to an
engineering master.
One Active ECN per project
– Select this check box to allow only one active ECN per project.
Clear this check box to allow multiple ECNs to be applied to a project.
3
Click
Save
.
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Entering and Deleting Maintenance Codes
Use the buttons in the Maintenance section to access these ECN codes:
Types
Dispositions
Reasons
Rejection Codes
Entering Maintenance Codes
Note:
Use the same method to enter and delete information for all ECN maintenance dialog boxes.
To enter ECN maintenance codes:
1
Click the button for the maintenance code to enter. For example, to enter Disposition codes, click
the
Dispositions
button.
2
Click
Insert
.
3
Enter the code and a description for that code.
4
Click
Save
.
Deleting Maintenance Codes
To delete maintenance codes:
1
Open the maintenance table that contains the code to delete.
2
Select the line item to delete.
3
Click
Delete
.
An X is displayed in the row header indicating you have marked it for deletion.
4
Click
Save
.
Specifying Defaults
The settings you specify on this tab apply to several areas of your site.
1
Click the
Defaults
tab.
2
In the Inventory/Labor section, select these options:
Autogen Labor During Receipt
– Select this check box to backflush labor when you receive a
work order into inventory or when you ship a customer order that is linked to a work order.
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If you clear this check box, then backflushing is triggered in labor entry only. If you clear this check
box, then the last operation in a work order must not use an auto-reporting resource. You cannot
manually report labor to an auto-reporting resource.
Default Employee
– If you selected the Autogen Labor During Receipt check box, specify the ID
of the employee to use on labor tickets that are generated when you ship a customer order that is
linked to a work order.
Backflush Subordinate Legs
– Select this option to backflush labor to subordinate legs. In
addition to selecting this check box, you must also specify an auto-reporting resource on the last
operation in the leg to initiate the backflush of legs.
Generate Labor Tickets During Backflush
– Select this check box to generate labor tickets for
operations that have been backflushed. The costs that are specified on the Costs tab of the
operation are used to determine the labor costs.
Clear this check box if you do not want to generate labor tickets for backflushed operations. If you
clear this check box, then backflushed operations do not have any labor costs.
Require Issue Reason for All Issues
– To require reason codes for every material issue you
enter, select this check box.
Require Issue Reason for All Issue Returns
– To require reason codes for every material return
you enter, select this check box.
Percent complete
– To report quantities based on percentage complete instead of quantity
complete, select this check box. If you select this check box, then quantities for all run operations
that you create for this site are reported as a percentage. These changes are made:
In Labor Ticket Entry, Qty Remaining and Qty Completed labels are replaced with Percent
Remaining and Percent Completed labels.
In Wedge Barcode Labor Entry, Op Qty Completed, Op Qty Remaining, and Op Qty
Remaining labels are replaced with Op Prcnt Complete, Op Prcnt Remaining, and Percent
Completed prompts.
In ALTS, the Quantity Completed prompt is replaced by a Percent Completed prompt.
If you clear this check box, you can set up whether to report labor quantities as percentages on
individual work orders or operations.
Require Deviation Reason for Deviated Quantities
– To require reason codes for every
deviation quantity you enter during labor ticket entry, select this check box.
Require Adjustment Reason for All Adjust Ins
– To require reason codes for all of your
inventory adjust ins, select this check box.
Require Adjustment Reason for All Adjust Outs
– To require reason codes for all of your
inventory adjust outs, select this check box.
Require Transfer Reason for All Transfers
– To require reason codes for all inventory transfer
transactions, select this check box.
Quantity Complete by Hours
– To automatically calculate quantity complete or percentage of
completion based on the hours reported on the labor ticket, select this check box.
If you report labor based on quantity complete, then this calculation is made to determine the
quantity completed during the labor ticket:
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(hours reported on ticket/total estimated hours for operation) * operation quantity
If you report labor based on percentage complete, then this calculation is made to determine the
percentage:
(hours reported on ticket/estimated hours for operation) * 100
The operation is automatically closed when the quantity or percentage complete equals or
exceeds the operation quantity.
If you select the Quantity Complete by Hours check box in Site Maintenance, then all run type
labor transactions in the site are automatically calculated.
Max Percent Completed
– If you selected the Quantity Complete by Hours check box, use this
field to specify the maximum percentage that can be calculated automatically. When the
percentage complete meets the threshold that you specify, automatic calculation of quantity
complete is stopped. The operation remains on your schedule until the operation is manually
closed. This formula is used to calculate the number of hours for the operation that remain on
your schedule:
((100 - value specified in Max Percent Completed field)/100) * total hours required for the
operation
If you specify a value in this field, then automatic calculation of labor on all operations in the site
will stop at the value that you specify.
3
If you are integrated with Infor Quality Management, specify settings in the Inspections section.
Select these options:
Require Completed Inspections on Labor Tickets
– To require users to select the Quality Data
Collection Complete check box in the Labor Ticket Entry window before they can save the labor
ticket, select the Require Complete Inspections on Labor Tickets check box.
Require Completed Inspections for Return/Release
– To require users to select the Quality
Data Collection Complete check box in the Receiving Inspection dialog box of the Purchase
Receipt Entry window, select the Require Completed Inspections for Return/Release check box.
4
If you are licensed to use Projects functionality, in the Projects section specify the default
warehouse to use as the basis for your project warehouses.
5
You can specify a default internal customer ID to use when this site buys items from another site.
Click the
Default Internal Customer ID
browse button and select the customer ID to use.
You can override the default setting on the purchase order.
6
In Vendor Maintenance, you can set up a list of buyers who are not allowed to purchase materials
from a particular vendor. These buyers are excluded buyers. If you create a purchasing document
for that vendor, you cannot specify an excluded buyer in the Buyer ID field. In the Vendor
Exclusion Mode section, specify the purchasing information an excluded buyer can access. Click
one of these options:
Exclude buyers from using vendor
– Click this option to prevent the use of an excluded buyer
on a purchasing document. If the excluded buyer is a user, the buyer can still create and edit
purchasing documents, but cannot be the buyer specified on the document.
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Exclude users and buyers from using vendor
– If an excluded buyer is also a database user,
click this option to prevent the buyer from creating any purchasing documents for vendors that the
buyers are not allowed to use. Users can still view purchasing documents from any vendor. To
prevent excluded buyers from editing purchasing documents for vendors they are not allowed to
use, select the
Read only mode for excluded vendor documents
.
7
In the Auto Issue Method section, click one of these options:
Based on Operation Qty Complete
– Click this option to auto-issue material requirements
incrementally based on the quantity or percent completed on each labor ticket. For example,
presume that the operation is for a quantity of 5 and the Qty Per for the material requirement is 1.
If a quantity of 2 is completed on a labor ticket, then 2 units of the material requirement are issued
(presuming that there is no fixed scrap or deviated quantity). If an operation is closed before all
quantities are completed, then the material requirement is also closed short.
Based on the Full Requirement Qty on First Labor Ticket
– Click this option to auto-issue the
full material requirement quantity after the first labor ticket is reported for the operation. If you
backflush labor without creating labor tickets, then the full material requirement is issued after the
first quantity is backflushed.
Depending on how you set up Preferences Maintenance, the issued quantity can include fixed
scrap and extra materials for deviated quantities that are reported on the first labor ticket.
If a labor ticket has already been created for the operation or a quantity has already been
backflushed, then additional material is not issued. For example, if you created a labor ticket for
an operation and then increased the quantity of the material requirement, the additional
requirement will not be issued.
Note:
If operations are in process when you select this auto-issue method, additional materials
are not issued to any in-process operation. To complete material issues for in-process operations,
you must manually issue the materials.
Based on Full Remaining Req Qty on Run Complete
When you use this option, materials are
issued in proportion to the quantity or percent complete on the operation until the Run Complete
labor ticket is saved to the operation. When the Run Complete labor ticket is saved, all remaining
material requirements are issued to the operation, even if the operation is closed short. If you
backflush labor during the shipment of customer orders, then the full remaining quantity of a
material requirement is issued when the full quantity of the order line has been shipped or when
the line is closed short.
Depending on how you set up Preferences Maintenance, this quantity can include fixed scrap and
extra materials for deviated quantities.
For more information on setting up auto-issue parts, see "Auto-issue Parts" on page 3–21 in the
Inventory guide.
8
If you are integrated to Infor PLM, you can directly access PLM from Part Maintenance. Use the
PLM Integration section to specify PLM access information for the site. You can use the default
connection information specified in Application Global Maintenance, or you can specify site-
specific connection information in Site Maintenance. Specify this information:
Login URL
– If this site uses a unique URL to access PLM, specify the external launch URL for
Web PLM in this field. If this site uses the default URL specified in Application Global
Maintenance, leave this field blank.
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Enable
– Specify whether you can directly access PLM from Part Maintenance when viewing a
part for this site. Specify one of these options:
Default
– Specify Default to use the enable setting specified in Application Global
Maintenance. If you specify Default and the Enable check box is selected in Application
Global Maintenance, then you can access PLM from Part Maintenance when viewing parts for
this site. If you specified a URL in Site Maintenance, then that URL is used to access PLM. If
you left the Login URL in Site Maintenance blank, then the URL specified in Application
Global Maintenance is used to access PLM. If you specify Default and the Enable check box
is cleared in Application Global Maintenance, then you cannot access PLM when viewing
parts for this site, regardless if you have specified a URL in either Site Maintenance or
Application Global Maintenance.
No
– Specify No if you cannot access PLM in Part Maintenance when viewing parts for this
site. If you specify this option, you cannot access PLM when viewing parts for this site even if
you specify a Login URL in Site Maintenance or Application Global Maintenance.
Yes
– Specify Yes if you can access PLM in Part Maintenance when viewing parts for this site.
If you specify this option and you specify a login URL in Site Maintenance, then the URL you
specify in Site Maintenance is used to access PLM. If you specify this option and you leave
the Login URL field blank in Site Maintenance, then the login URL specified in Application
Global Maintenance is used to access PLM.
9
Click
Save
.
Using the APS Tab
This tab is displayed only if you are licensed to use VISUAL APS.
Use the APS tab to specify default file information to use with the information that you import with the
APS Import Utility and export with the APS Export Utility.
Assigning Import File Paths
Set these Import File Paths:
Customer Order
Inventory
Work Order
Labor
Purchase Order
Master Schedule
Part
Resource
To assign import file paths:
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1
Click the
APS
tab.
2
Click a
Path / File
button. For example, to assign the Customer Order file path, click the
Customer Order Path / File
button.
3
Navigate to the folder where you keep the import file, select it and click
Open
.
The path and name you selected appears in the path field.
4
Click the
Save
toolbar button.
Assigning Export File Paths
To assign export file paths:
1
Click the
APS
tab.
2
Click the
Export Paths / Files
button.
3
Click the appropriate button for the export path to assign.
4
Navigate to the folder where you keep the import file, select it and click
Open
.
The path and name you selected appears in the path field.
5
Click the
Save
toolbar button.
Assigning APS Import Default IDs
To assign import IDs:
1
Click the
APS
tab.
2
Click the
APS Import Defaults
button.
The APS Defaults dialog box appears.
3
Click the appropriate browse button for the ID to set.
4
Select the ID to use and click the
OK
button.
5
Cick
OK
in the APS Defaults dialog box and click the
Save
toolbar button.
Setting File Styles
To set file styles:
1
Click the
APS
tab.
2
To surround strings with quotation marks, select the
Quoted Strings
check box.
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3
To trim the leading and trailing spaces from the text strings it imports, select the
Trim Trailing and
Leading Spaces From Strings
check box.
4
To assume that periods in numbers are decimal points, select the
Implied Decimal Points On
Numbers
check box.
5
Click in the
Field Delimiter
arrow and select the identifier to use between fields.
You can select:
Asterisk
– *
Tilde
– ~
Comma
,
Tab
– An invisible tab character.
Null (Fixed Length)
– Fields in the import file must be the same length as specified by the
database.
6
Click the
Record Delimiter
arrow and select the identifier to use between records.
You can select:
Newline
– To display each record on a new line, select the
Newline
option.
Null (Fixed Length)
– Records in the import file must be the same length as specified by the
database.
7
Click the
Save
toolbar button.
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Assigning Existing Parts, Resources, Services, and
Employees to Sites
If you are licensed to use multiple sites, you can assign existing parts, shop resources, services, and
employees to your sites in the Site Maintenance window. Parts, resources, and services must be
assigned to a site before they can be used in transactions for that site. Employees must be assigned
to a site before they can be used in a labor ticket.
If you are licensed to use a single site, all parts, shop resources, and services automatically exist in
your single site.
The SYSADM user can also assign database users to sites. For more information, refer to the “User
Management” chapter in the System Administrator guide.
Adding Parts to a Site
To add existing parts to a site:
1
Select
Maintain
,
Site Parts
.
2
Click the
Site ID
arrow and select the site to which you are adding parts.
3
Click the
Add to Site
check box for the parts to add to the site. To add all parts to the site, click
Select All for Add
. To clear all selections in the Add to Site column, click
Unselect All for Add
.
4
Click
Save
to add the parts to the site. After you click save, the Exists in Site check box is
selected for the parts you added.
After you add parts to the site, you can modify certain part information in Part Maintenance at the
site level.
Adding Services to a Site
To add existing parts to a site:
1
Select
Maintain
,
Site Services
.
2
Click the
Site ID
arrow and select the site to which you are adding services.
3
Click the
Add to Site
check box for the services to add to the site. To add all services to the site,
click
Select All for Add
. To clear all selections in the Add to Site column, click
Unselect All for
Add
.
4
Click
Save
to add the services to the site. After you click save, the
Exists in Site
check box is
selected for the services you added.
After you add services to the site, you can modify certain service information in Outside Service
Maintenance.
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Adding Shop Resources to a Site
To add existing shop resources to a site:
1
Select
Maintain
,
Site Resources
.
2
Click the
Site ID
arrow and select the site to which you are adding shop resources.
3
Click the
Add to Site
check box for the shop resources to add to the site. If you choose to add a
shop resource group ID, you are asked if you want to add the resources that are members of the
group to the site. Click
Yes
to add the group members.
To add all shop resources to the site, click
Select All for Add
.
To clear all selections in the Add to Site column, click
Unselect All for Add
.
4
Click
Save
to add the shop resources to the site. After you click save, the Exists in Site check box
is selected for the shop resources you added.
After you add shop resources to the site, you can modify certain shop resource information in Shop
Resource Maintenance.
Adding Employees to a Site
To add existing employees to a site:
1
Select
Maintain
,
Site Employees
.
2
Click the
Site ID
arrow and select the site to which you are adding employees.
3
To add employees to the site, click
Add to Site
.
To add all employees, click
Select All for Add
.
To clear all selections in the Add to Site column, click
Unselect All for Add
.
4
Click
Save
. After you click save, the
Exists in Site
check box is selected for the employees you
added.
If you are licensed to use multiple sites, then each employee’s pay rate is maintained at the site level.
After you add employees to your sites in Site Maintenance, access Employee Maintenance to define
the pay rate for each employee at each site. For more information, refer to “Assigning Employees to
Sites” on page 8-11 in this guide.
You can also add employees to sites in Employee Maintenance.
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Setting Service Charge Defaults
Use the Service Charge Defaults dialog box to set up the service charges you use. If you are licensed
to use multiple sites, maintain this information by site.
To set up service charge defaults:
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site for which you
are setting up service charge defaults. If you are licensed to use a single site, this field is
unavailable.
2
Select
Maintain
,
Service Charge Defaults
.
3
Specify this information:
ID
– Specify a unique identifier for the service charge in the ID field.
Description
– Specify a description of this service charge in the Description field.
Unit Price
– Specify the service charge per unit.
Trade Discount %
– Specify the discount available for this service.
Commission %
– Specify the commission rate paid to the sales representative for this service.
Product Code
– Specify the product code to which this service charge applies.
Commodity Code
– Specify the commodity code to which this service applies.
Sales Tax Grp ID
– Specify the sales tax group to apply to this service charge.
Revenue Account ID
– Specify the account where the service charge is posted.
4
To include this service charge for Intrastat calculations, select the
Include for Intrastat
check
box.
5
To include any comments or specifications for this service charge, click in the Specifications text
box and enter the comments.
6
Click
Save
.
Deleting Service Charge Codes
To delete service charge codes:
1
Click the browse button and select the ID to delete.
2
Click
Delete
.
3
In the confirmation dialog box, click
Yes
.
The service charge is deleted from your database.
Manufacturing Costing
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Chapter 5: Manufacturing Costing
This chapter includes this information:
Topic Page
What is Costing?............................................................................................................................. 5–2
Setting Up Costing.......................................................................................................................... 5–3
Costs and Accounts ...................................................................................................................... 5–18
Preparing Manufacturing Journals................................................................................................ 5–33
What are Costing Tools/Audits?.................................................................................................... 5–56
What is Costing?
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What is Costing?
To determine an organization’s profits and losses, the costs associated with the production of the end
product must be accumulated, measured, and recorded.
To set up costing, you must determine how to calculate costs and which accounts to use to record the
costs. Use the Costing tab in Accounting Entity Maintenance to determine how to calculate the costs
you record. Use the Application Global Maintenance (Financials) window to assign default accounts
to record the costs. In many cases, you can override the default account on an individual record.
After you set up how to measure costs and where to record them, costs are tracked when you
perform transactions, such as inventory issues to work orders, purchases of inventory, and shipments
of customer orders. To post these costs to your general ledger, run the Costing Utilities to calculate
the current costs, then use the Post Manufacturing Journals window to post the transactions to your
general ledger.
You can analyze costs before or after you post them in the Costing Tools window. Costing Tools
show when an expected cost does not match to the cost actually applied.
This chapter describes:
How to set up costing, including selecting a costing method
How to assign accounts to use for costing
How to analyze costs
Types of Manufacturing Costs
Four types of costs are typically incurred during manufacturing. These costs are:
Material
– Material cost is the cost of the raw materials that comprise your product.
Labor
– Labor is the cost incurred by employees. Labor costs can be direct or indirect. Direct labor
costs are incurred when raw materials are assembled into finished goods. Indirect labor costs are
overhead costs that cannot be directly charged to the manufacture of a product. Indirect labor
includes costs such as vacation time and administrative time.
Burden
– Burden costs are overhead expenses, such as rent, utilities, and depreciation. Burden
costs can be associated with the purchase and issue of material and with the operation of shop
resources.
Service
– Service costs are incurred when an outside agency performs an operation to a part.
The costing method and costing settings you select determine how these costs are calculated.
Setting Up Costing
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Setting Up Costing
To access the Costing tab, select
Admin
,
Accounting Entity Maintenance
. Click the
Costing
tab.
About Costing Methods
You can select one of these costing methods:
Standard Costing
– Standard Costing values every inventory transaction at the cost standards
you set in Part Maintenance at the time of the transaction. Differences between the part standard
value and the actual cost are recorded in variance accounts in the general ledger.
Actual Costing
– Actual Costing uses the source of the raw material cost to define the value of all
inventory in the system. It uses the hourly labor rate of the employee that creates the labor ticket
and the invoice value of any services received. Actual costing uses your First-In-First-Out (FIFO)
rules to assign value when the inventory is consumed.
If you are licensed to use Projects/A&D functionality, you must select Actual as your costing
method in all entities. If a particular entity does not engage in project work, that entity must still
use the Actual costing method if you have applied a projects/A&D license.
Average Costing
– Average costing also uses the source of the raw material cost, but calculates
costs based on the average material cost in your inventory. Average Costing calculates the
current running average of inventory for each part and assigns that value when inventory is
consumed.
The options on the Costing tab become available or unavailable based on the costing method you
choose.
In addition to specifying a costing method for finished goods, you also specify a costing method for
work in process (WIP).
Considerations Before Choosing a Costing Method
Certain functionality is only available if you use a particular costing method. If you intend to use the
functions described in this section, select a costing method that is compatible with the functions.
Caution:
The costing options that you select, especially costing method, drastically affect
how the costing portion of VISUAL operates. Before deciding on any of these
options, be sure to read the Costing chapter of the System-wide guide. Do not
make a permanent selection without fully understanding the implications; if you are
unsure, contact your sales associate, or Customer Support. After you begin
executing transactions, you CANNOT change these options.
Setting Up Costing
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Projects/A&D
If you have applied a Projects/A&D license to your database, you must use the Actual costing method
and the By Part Location FIFO Method / Inventory Grouping setting.
Landed costs
If you intend to use landed costs, you must use either the Average or Actual costing method. You
cannot use the Standard costing method. When you enable landed costs, you can link multiple
Accounts Payable Invoices to a single purchase receipt line.
You can activate the landed costs feature in Financials Application Global Maintenance.
Consignment
If you use Actual or Average Costing methods and you store consigned items from your customers or
vendors, you must use By Part Location as your FIFO Method / Inventory Grouping. If you use Actual
or Average Costing methods with FIFO By Part, then the From Vendor and From Vendor location
types are removed from Warehouse Maintenance, and Consignment Receiving cannot be used.
If you use Actual or Average Costing methods and only use consignment to store your inventory at
vendors or customers, you can use either FIFO by Part or FIFO by Part Location.
You can use Standard Costing methods for your consigned inventory without restriction.
See the “Consignment” chapter in the Inventory user’s guide.
Setting Up Standard Costing
Standard costing is the method of comparing predetermined estimates of cost to the actual
expenditures for building/purchasing a product. Any difference between the standard and actual is a
variance
. With standard costing, every part, component, operation, and assembly has a standard
cost. Typically, you would derive standard costs annually, usually in conjunction with the annual
physical inventory.
To set up standard costing, specify the Standard option in Accounting Entity Maintenance and
determine other costing settings. Use Part Maintenance, Shop Resource Maintenance, Outside
Service Maintenance, and Employee Maintenance to set up cost standards.
Specifying Standard Costing Options
This procedure describes how to set up options specific to Standard costing method. Refer to Setting
Up a WIP Costing Method and Selecting a Receipt Exchange Rate Date to complete costing set up.
Setting Up Costing
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1
Select
Admin
,
Accounting Entity Maintenance
.
2
In the Costing Method section, select the
Standard
option.
3
In the Labor Cost Basis section, select one of these options:
Hours Worked
– Select this option to calculate labor costs by multiplying the hours reported on a
labor ticket by the standard cost of the operation.
Quantity Produced
– Select this option to calculate labor costs by multiplying the quantity
completed for an operation by the standard cost per unit for the operation.
4
In the Costing Between Levels section, specify how to process costs when one fabricated part is
a material requirement in another fabricated part.
When you fabricate a part, costs are incurred in all four cost categories: material, labor, burden,
and service. When you use a fabricated part as a material requirement, you can combine the four
cost categories and use the total as the material cost of the requirement, or you can keep each
cost category separate.
Choose one of these options:
Fold to Material Cost
– If you select this option, the Material, Labor, Burden, and Service cost of
an internally fabricated part are summed into the material cost when it is required in another
fabricated part. The entire cost of the requirement is counted as material cost.
Keep Separate Costs
– If you select this option, the Material, Labor, Burden, and Service costs
of an internally manufactured material requirement contribute to those individual categories in
parent assemblies.
For example: where Fabricated Part B requires Fabricated Part A.
5
Click
Save
.
Service Material Labor Burden
Costs Totals for
Fabricated Part A
250 500 200 50
Costs Totals for
Fabricated Part B
100 100 100 100
(Not including costs of Part A)
Totals for Part B Including Part A
With Keep Separate Costs 350 600 300 150
With Fold to Material Cost 1100 100 100 100
With Keep Separate Costs, each column is simply added together separately.
With Fold to Material Costs, all costs of Part A are totaled
(250+500+200+50=1000)
and this total is added to the material cost only of Part B
(100+1000=1100)
Setting Up Costing
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Specifying Standards
Use Part Maintenance, Shop Resource Maintenance, and Outside Service Maintenance to set up
standard costs.
Specifying Part Standard Costs
Use Part Maintenance to specify the standard costs for manufactured and purchased parts. You can
also define which G/L accounts to use to record the costs.
For fabricated parts, you can specify material, labor, burden, and service standard costs. For raw
materials (parts that are not fabricated), you specify materials costs. For a purchased part, you can
also specify a fixed cost.
The cost standards are used in these transactions:
Material adjust-in transactions use these values to determine the transaction costs. The quantity
adjusted-in is multiplied by the standard costs to determine the FIFO layer’s value.
Engineering masters use the standard costs for their estimates. Based on the Engineering
masters, costs will flow next to the work order estimate cost when they are created.
Purchase order receipts use the standard costs when goods are received. The total received
amount is compared to the accounts payable voucher costs to determine purchase price
variances.
Finished Goods receipts use standard costs for receipts. The costs received are compared to the
incurred WIP amounts to determine Finished Goods Variances.
You can also specify burden amounts or rates that apply to purchases and material issues. Burden is
the capitalization of current overhead manufacturing costs to the parts that are manufactured during
that period. Purchase burden is applied when materials are purchased and received into inventory.
Issue burden is applied when materials are issued to a job. Issue burden is carried in the part’s
inventory value until it is shipped. Inventory value moves to Costs of Goods Sold upon shipment.
If you are licensed to use multiple sites, specify costing information at the site level.
To specify standard costs for parts:
1
Select
Inventory
,
Part Maintenance
.
2
If you are licensed to use multiple sites, click the Site ID arrow and select the site to use to specify
costs. If you are licensed to use a single site, this field is unavailable.
3
Click the
Part ID
browse and select the part for which you are establishing standards.
4
In the Costs section of the Costing tab, specify this information:
Material
– For fabricated parts, enter the per unit cost of the raw material you use to produce the
part. For purchased parts, enter the per unit cost, including price and any other per unit cost you
incur in the purchase of this part.
Labor
– For fabricated parts, enter the labor cost standard to produce this part. For purchased
parts, you typically do not incur labor costs and should enter zero.
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Fixed
– If you have any fixed costs associated with purchased parts, such as vendor setup
charges, enter them in the Fixed field. Fixed charges are not per unit charges. They are one-time
only charges regardless of quantity. You cannot enter fixed costs for Fabricated parts.
Burden
– For fabricated parts, enter your estimated cost of the burden to produce this part.
For purchased parts, you cannot specify a value in this field. If you specify a value in the
Purchase Burdens section, the value is inserted into this field.
Service
For fabricated parts, enter the estimated cost of outside services necessary to produce
this part.
Total
– The total of all costs is calculated and inserted in this field.
5
In the Issue Burdens section, specify the costs incurred internally when issuing the part to a work
order. This does not include shipping costs.
Percent
– If a percentage of the material cost is incurred when the material is issued, specify the
percent in this field.
Per Unit
– If burden is applied per unit when the material is issued, specify per unit cost in this
field.
You can specify either a percent or a per unit cost, or both.The burden cost is applied when the
part is issued to a work order.
6
In the Purchase Burdens section, specify the costs incurred when purchasing the part. This does
not include shipping costs. These fields are available only if the part is a purchased part.
Percent
– If a percentage of the material cost is incurred when materials are purchased, specify
the percent in this field. The percent value is multiplied by the material cost and the result is
inserted in the Burden field.
Per Unit
If burden is applied per unit when the material is purchased, specify per unit cost in this
field. The value is inserted in the Burden field.
7
Click
Save
.
Calculating Fabricated Part Cost Standards from Engineering Masters
Use the Implode Costs function to calculate cost standards for your fabricated parts based on the raw
materials, resources, and services on the fabricated part’s engineering master.
You can use this function at the site level only.
If your fabricated part is made up of purchased parts, these calculations are made to determine the
costs for the fabricated part:
Material
– The material costs of all material requirements, plus the fixed costs for the material
requirements, are added and inserted in the Material field for the parent part.
Labor
– The labor costs for any shop resources used in operations are added and inserted in the
Labor field for the parent part.
Burden
– The burden costs for shop resources in operations plus the burden costs for material
requirements are added and inserted in the Burden field for the parent part.
Setting Up Costing
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Services
– The service costs from operations are combined and inserted into the Services field.
Fabricated parts can be made up of other fabricated parts. If your parent part uses fabricated parts for
material requirements, costs are determined based on your selection in the Costing Between Levels
section on the Costing tab in Accounting Entity Maintenance. If you selected Fold to Material Costs,
all cost categories for fabricated material requirements are combined and used as the material cost
for the requirements. If you selected Keep Separate Costs, the Material, Labor, Burden, and Service
costs of an internally manufactured material requirement contribute to those individual categories in
parent assemblies.
To calculate standard costs:
1
In Part Maintenance, select the Site ID to use.
2
Select
Maintain
,
Implode Costs
.
3
Click one of these options:
Current Part Only
If you specified a part ID in Part Maintenance, click this option to implode the
currently selected part.
Selected Parts
To select multiple parts to implode, click this option, then click the browse button
and select the parts to implode. You can select parts from within the selected site only.
All top-level parts
– To implode costs for all top level parts in the site, click this option. Top level
parts are parts with engineering masters.
4
Specify these settings:
Multi-Level
– If the part you are imploding includes fabricated parts as material requirements,
select this check box to also implode the fabricated materials.
Permanently save all levels
– If you selected the Multi-Level check box and are imploding a
single part, select this check box to permanently save the new costs of any fabricated material
requirements. If you are imploding multiple parts, this check box is automatically selected.
5
Click
Ok
.
Specifying Shop Resource Standard Costs
Use Shop Resource Maintenance to specify the labor and burden standards for shop resources.
When you use shop resources in an engineering master, the standards you specify in shop resource
maintenance can contribute to the total standard cost of the parent part in the engineering master.
If you are licensed to use multiple sites, specify costing information at the site level.
To specify standard costs for shop resources:
1
Select
Eng/Mfg
,
Shop Resource Maintenance
.
2
If you are licensed to use multiple sites, click the Site ID arrow and select the site to use to specify
costs. If you are licensed to use a single site, this field is unavailable.
3
Click the
Resource ID
browse button and select the resource for which you are setting up costs.
4
In the Costs section, specify the labor costs for this resource. Specify this information:
Setup per hour
– Specify the hourly rate for setting up the resource.
Setting Up Costing
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5 – 9
Run per hour
– Specify the hourly rate for production.
Run per unit
– Specify the per unit cost for the resource.
5
In the Burden Costs section, specify the burden costs for this resource. You can specify particular
burden rates, or you can specify burden as a percentage of the labor rates for the resource.
Specify this information:
Burden/hour (setup)
– To specify a particular set up burden rate per hour, specify the rate in this
field.
Burden/hour (setup) Percent
– To specify set up burden as a percentage of the labor set up
costs, specify the percentage in the Percent field.
Burden/hour (run)
– To specify a particular run burden rate per hour, specify the rate in this field.
Burden/hour (run) Percent
– To specify run burden as a percentage of the labor run costs,
specify the percentage in the Percent field.
Burden/unit (run)
– To specify run burden per unit produced, specify the rate in this field.
Fixed Burden
– To specify a one-time burden cost when this resource is used, specify the
amount in this field.
6
Click
Save
.
Specifying Outside Service Standard Costs
Use Outside Service Maintenance to specify standard costs for services. The standard costs you
specify in Outside Service Maintenance contribute to the Service costs for a fabricated part.
If you are licensed to use multiple sites, specify cost information at the site level.
To specify service standard costs:
1
Select
Eng/Mfg
,
Outside Service Maintenance
.
2
If you are licensed to use multiple sites, click the Site ID arrow and select the site to use to specify
costs. If you are licensed to use a single site, this field is unavailable.
3
Click the
Service ID
browse button and select the resource for which you are setting up costs.
4
Specify this information:
Cost Per Unit
– If the costs are charged on a per unit basis, specify the cost in this field.
Base Charge
– If one-time base cost is charged for this service, specify the cost in this field.
Minimum Charge
– If a minimum cost is charged for this service, specify the cost in this field. If
the service ordered costs more than the minimum charge, then the system charges the amount
ordered. If the service ordered cost is less than the minimum charge, then the minimum charge is
used.
5
Click
Save
.
Setting Up Costing
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Setting up Actual Costing
Note:
If you have applied a Projects/A&D license to your database, use the Actual costing method.
Use the Costing tab in Accounting Entity Maintenance to set up actual costing. Actual costing uses
these costs:
Labor
– The pay rates set up for employees in Employee Maintenance are used for labor costs in
transactions. If the employee is paid hourly, the hourly rate is used. If the employee is a salaried
employee, the value used in a transaction is the prorated share of the employee’s salary. You can
override labor rates in Labor Ticket Entry. You can also calculate overtime in Labor Ticket Entry.
Material
– Material costs depend upon the source of raw material costs and the FIFO method you
choose. You can choose either Purchase Orders or A/P Invoices as the source of the material cost.
You can choose either by part or by part location as your FIFO method. If you choose by part, then
the location where the part was received is ignored. When you issue a part, the cost used is the price
of the oldest part in your inventory regardless of location. If you choose by part location as your FIFO
method, then location is considered when determining the cost of a part. When you choose by part
location the cost of the oldest part in the location from which you are issuing the part is used as the
material cost.
Burden
– Burden costs depend upon the selection you make in the Burden Basis section. If you
select Determined by Resource Burden, then the burden information specified in the Burden Costs
section in Shop Resource Maintenance is used. If you select Determined by Operation Burden, then
the burden information specified on the operation card for the work order is used.
Services
– Services costs depend upon the source of raw material costs you choose. If you choose
Purchase Orders, then the costs of services match the costs on the purchase order. If you choose A/
P Invoices, then the costs of services match the costs on the A/P Invoice.
This procedure describes how to set up options specific to Actual costing method. Refer to Setting Up
a WIP Costing Method and Selecting a Receipt Exchange Rate Date to complete costing set up.
To set up actual costing:
1
In the Costing Method section, click the
Actual
option.
2
In the FIFO Method/Inventory Grouping section, select how to determine first in-first out costs.
Click one of these options:
By Part
– Click this option to calculate costs based on the order in which you received the part
regardless of the location. If you are licensed to use multiple sites, the locations must be within
the same site.
For example, you receive the same parts, four times, at four prices, into these locations:
You then issue 15 of those parts from location 1. If you select
By Part
, costs are calculated as:
10@$1 plus 5@$2 totaling $20
Day 1 Location 1 10@$1
Day 2 Location 2 10@$2
Day 3 Location 1 10@$3
Day 4 Location 2 10@$4
Setting Up Costing
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Because you received the part at $1 first then $2, these prices are used for
By Part
calculations.
By Part Location
– Costs are calculated based on the order in which you received the part into
the location.
For example, you receive the same parts, four times, at four prices, into these locations:
You then issue 15 of those parts from location 1. If you select
By Part Location
, costs are
calculated as:
10@$1 plus 5@$3 totaling $25
Because FIFO is by part location, only those parts in location 1 are used.
If you are licensed to use VISUAL DCMS and part trace, you can use trace IDs in your FIFO
calculations. Select the Actual Costing by Trace ID check box to issue parts based on trace ID.
For example, presume you received four Part X at $10 on trace ID 100, then receive four more at
$20 on trace ID 110. If you issued three based on trace ID 110, the parts would be valued at $20
each.
If you are licensed to use Projects/A&D, you must use By Part Location as your FIFO method.
3
In the Source of Raw Material Cost section, specify the transaction to use as the source of costs
for purchased materials. Click one of these options:
Purchase Orders
– Select this option to use the price specified on the purchase order as the
source of raw material cost. The cost is taken from the purchase order when you receive the part
into your inventory. This option is only preferable if you are not using VISUAL Financials.
A/P Invoices
– Select this option to use the price paid on the A/P invoice as the final cost for the
part. When you select this option, costs are first taken from the purchase order as an estimate,
then updated from the invoice for the purchase. This option provides a more accurate
assessment of costs. If you use VISUAL Financials, you should select this option.
4
In the Costing Between Levels section, specify how to process costs when one fabricated part is
a material requirement in another fabricated part.
When you fabricate a part, costs are incurred in all four cost categories: material, labor, burden,
and service. When you use a fabricated part as a material requirement, you can combine the four
cost categories and use the total as the material cost of the requirement, or you can keep each
cost category separate.
Choose one of these options:
Fold to Material Cost
– If you select this option, the Material, Labor, Burden, and Service cost of
an internally fabricated part are summed into the material cost when it is required in another
fabricated part. The entire cost of the requirement is counted as material cost.
Day 1 Location 1 10@$1
Day 2 Location 2 10@$2
Day 3 Location 1 10@$3
Day 4 Location 2 10@$4
Setting Up Costing
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Keep Separate Costs
– If you select this option, the Material, Labor, Burden, and Service costs
of an internally manufactured material requirement contribute to those individual categories in
parent assemblies.
For example: where Fabricated Part B requires Fabricated Part A.
5
In the Burden Basis section, select the basis to use when calculating burden rates. Click one of
these options:
Determined By Resource Burden
– Click this option to calculate burdens based on the rates
you enter for the resource. You cannot override these rates on the work order’s operation card.
Determined By Operational Burden
– Click this option to calculate burdens based on the rates
you enter on the work order’s operation card. This can be useful if you periodically update your
burden costs at the resource level without affecting current work orders.
6
Click
Save
.
Setting up Average Costing
If you use average costing, the costs of raw materials are valued based on the average cost of the
part in your site’s inventory. If you are licensed to use multiple sites, average costs are calculated on
a site-by-site basis. When you issue a material, the average cost is recalculated.
Average costing uses these costs:
Labor
– The pay rates set up for employees in Employee Maintenance are used for labor costs in
transactions. If the employee is paid hourly, the hourly rate is used. If the employee is a salaried
employee, the value used in a transaction is the prorated share of the employee’s salary. You can
override labor rates in Labor Ticket Entry. You can also calculate overtime in Labor Ticket Entry.
Service Material Labor Burden
Costs Totals for
Fabricated Part A
250 500 200 50
Costs Totals for
Fabricated Part B
100 100 100 100
(Not including costs of Part A)
Totals for Part B Including Part A
With Keep Separate Costs 350 600 300 150
With Fold to Material Cost 1100 100 100 100
With Keep Separate Costs, each column is simply added together separately.
With Fold to Material Costs, all costs of Part A are totaled
(250+500+200+50=1000)
and this total is added to the material cost only of Part B
(100+1000=1100)
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Material
– The total cost of all parts in your inventory is divided by the total number of parts to
determine the average cost.
The source of raw material cost you choose determines the values used to calculate the total cost of
the parts in your inventory. You can choose either Purchase Orders or A/P Invoices as the source of
the material cost. The FIFO method you choose determines how the total value of parts in your
inventory is recalculated when you issue parts.
For example, presume you received parts at these values into these locations:
The total value of the part in your inventory is $30, and the total number of parts in your inventory is
12. If you issued one part from Location 1 to a work order, the cost of the part would be valued at
$2.50 ($30 divided by 12). The second part would be valued at $2.63 ($30 minus the actual value of
the part equals $29, divided by 11). The third part would be valued at $2.80 ($28 divided by 10). The
fourth part would be valued at $3.00 ($27 divided by 9).
The value of the fifth part depends upon your FIFO setting. If you select By Part Location, then
Location 1 would be used as the source of the material cost, and $3 would be subtracted from the
total value of your inventory for a result of $27. The result would be divided by 8 for a value of $3.00. If
you select By Part, then Location 2 would be used as the source of the material cost, and $2 would be
subtracted from the total value of your inventory. The value of the part would be $3.125 ($28 divided
by 8).
Burden
– Burden costs depend upon the selection you make in the Burden Basis section. If you
select Determined by Resource Burden, then the burden information specified in the Burden Costs
section in Shop Resource Maintenance is used. If you select Determined by Operation Burden, then
the burden information specified on the operation card for the work order is used.
Services
– Services costs depend upon the source of raw material costs you choose. If you choose
Purchase Orders, then the costs of services match the costs on the purchase order. If you choose A/
P Invoices, then the costs of services match the costs on the A/P Invoice.
This procedure describes how to set up options specific to Average costing method. Refer to Setting
Up a WIP Costing Method and Selecting a Receipt Exchange Rate Date to complete costing set up.
To set up average costing:
1
In the Costing Method section, click the
Average
option.
2
In the FIFO Method/Inventory Grouping section, select how to determine first in-first out costs.
Click one of these options:
By Part
– Click this option to calculate costs based on the order in which you received the part
regardless of the location.
By Part Location
– Costs are calculated based on the order in which you received the part into
the location.
Day 1 Location 1 3@$1
Day 2 Location 2 3@$2
Day 3 Location 1 3@$3
Day 4 Location 2 3@$4
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3
In the Source of Raw Material Cost section, specify the transaction to use as the source of costs
for purchased materials. Click one of these options:
Purchase Orders
– Select this option to use the price specified on the purchase order as the
source of raw material cost. The cost is taken from the purchase order when you receive the part
into your inventory. This option is only preferable if you are not using VISUAL Financials.
A/P Invoices
– Select this option to use the price paid on the A/P invoice as the final cost for the
part. When you select this option, costs are first taken from the purchase order as an estimate,
then updated from the invoice for the purchase. This option provides a more accurate
assessment of costs. If you use VISUAL Financials, you should select this option.
4
In the Burden Basis section, select the basis to use when calculating burden rates. Click one of
these options:
Determined By Resource Burden
– Click this option to calculate burdens based on the rates
you enter for the resource. You cannot override these rates on the work order’s operation card.
Determined By Operational Burden
– Click this option to calculate burdens based on the rates
you enter on the work order’s operation card. This can be useful if you periodically update your
burden costs at the resource level without affecting current work orders.
5
In the Costing Between Levels section, Keep Separate Costs is selected. You cannot change this
setting if you use Average costing.
6
Click
Save
.
Selecting a WIP Costing Method
To specify the WIP costing method, select one of these options:
Actual
– Actual WIP values any receipts from Work In Process at the full value of the Work Order.
For example, you are making 100 parts and each part requires $1.00 of material. On the first day you
issue $100 of material to the Work Order. If you finish 1 part on the first day it will be valued at $100
the full value of the Work Order. On the second day, when you receive the other 99 parts, the costing
utility will re-value the receipt from previous day to $1 and share the other $99 with the other receipts.
The value of an Actual WIP costed Work Order without any receipts is always zero.
Projected
– Projected WIP values any receipts at the estimated unit cost based on the quantity
received and the remaining quantity to complete. For example, you are making 100 parts and each
part requires $1.00 of material. On the first day, you issue $100 of material to the Work Order. If you
finish one part on the first day, the work order would produce a cost of $1 for 1 part on the first day
and then $1 each for the remaining 99 parts the next day. Projected WIP receipt values will never
exceed the actual cost in the job.
Selecting a Receipt Exchange Rate Date
In the Receipt Exchange Rate section, specify the date to use to determine the exchange rate applied
to purchased goods. Select one of these options:
Setting Up Costing
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Use Receiver Date
– Select this option to apply the exchange rate as of the date the purchased
goods are received.
Use Invoice Date
– Select this option to apply the exchange rate as of the date of the invoice. The
invoice date is either the date specified on the transaction or the current date, depending on your
setting in the Effective Exchange Rate date section on the General tab.
Specifying a POC Revenue Recognition Method
If you are licensed to use Aerospace & Defense modules, select a Percentage of Completion (POC)
revenue recognition method. The primary difference between the two revenue recognition methods is
how direct cost and burden amounts are calculated. With the Revenue First method, costs are
calculated by applying the POC to a pro-rated share of each cost source. With the Cost to Cost
method, the actual costs incurred are included in the revenue calculation.
To choose a POC revenue recognition method, click one of these options:
Revenue First
– When you click this option, total revenue to be recognized is calculated first by
multiplying the total price of the contract by the percentage of completion. Then, the total costs
incurred are calculated by multiplying the total costs in the EAC by the percentage of the total cost
each cost area represents. Then, the product is multiplied by the percentage of completion.
For example, presume your project has these costs and fees in the Estimate at Completion (EAC):
If the POC value at the end of the first period is 25%, then these calculations are made:
$10,000 * 0.25 = $2,500. The total revenue recognized for the period is $2,500. The $2,500 includes
these costs:
Labor = $8,000 * 0.3125 * 0.25 = $625
Material = $8,000 * 0.5 * 0.25 = $1,000
Services/ODC = $8,000 * 0.0625 * 0.25 = $125
Burden = $8,000 * 0.125 * 0.25 = $250
Total costs to be recognized = $2,000
Cost Source EAC Amount Percentage of total cost
Labor $2,500 31.25%
Material $4,000 50%
Services/Other Direct Costs $500 6.25%
Burden $1,000 12.5%
Total Cost $8,000
Fee $2,000
Total Price $10,000
Setting Up Costing
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To calculate the total fee recognized, the total costs recognized are subtracted from the total revenue
recognized:
$2,500 - $2,000 = $500
In subsequent periods, the same calculations are made, then any previously recognized revenue is
subtracted. For example, if the POC value at the end of the second period is 35%, these calculations
are made:
$10,000 * 0.35 = $3,500. The total revenue recognized is $3,500 minus the $2,500 already
recognized, or $1,000. The $1,000 includes these costs:
Labor = $8,000 * 0.3125 * 0.35 = $875. $875 - $625 previously recognized = $250 recognized in
second period.
Material = $8,000 * 0.5 * 0.35 = $1,400. $1,400 - $1,000 previously recognized = $400 recognized in
second period.
Services/ODC = $8,000 * 0.0625 * 0.35 = $175. $175 - $125 previously recognized = $50 recognized
in second period.
Burden = $8,000 * 0.125 * 0.35 = $350 minus $250 previously recognized = $100 recognized in
second period.
Total costs to be recognized in second period = $800.
To calculate the total fee recognized, the total costs recognized for the period is subtracted from the
total revenue recognized for the period:
$1,000 - $800 = $200
In summary, these are revenue amounts recognized for the two periods:
Cost to Cost
When you click this option, revenue recognized for a period is comprised of the actual
costs incurred plus a fee amount based on the POC. For example, presume your project has these
costs and fees in the EAC:
Cost Source EAC Amount
Percentage
of total cost
Period 1
Revenue
(25% POC)
Period 2
Revenue
(35% POC)
Labor $2,500 31.25% $625 250
Material $4,000 50% $1,000 400
Services/Other Direct Costs $500 6.25% $125 50
Burden $1,000 12.5% $250 100
Total Cost $8,000 $2,000 $800
Fee $2,000 $500 $200
Total $10,000 $2,500 $1,000
Cost Source EAC Amount
Labor $2,500
Setting Up Costing
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In the first period, you incur these costs:
To calculate the fee amount to recognize, the total fee specified on the EAC is multiplied by the POC:
$2,000 * 0.25 = $500
The total amount recognized is $2,000 + $500 = $2,500.
In subsequent periods, the same calculations are made, then any previously recognized revenue
amounts are subtracted.
Material $4,000
Services/Other Direct Costs $500
Burden $1,000
Total Cost $8,000
Fee $2,000
Total Price $10,000
Cost Source Actual Cost
Labor $250
Material $1,500
Services/Other Direct Costs $125
Burden $125
Total Cost $2,000
POC for period $25%
Cost Source EAC Amount
Costs and Accounts
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Costs and Accounts
When you post a transaction, costs are recorded in various accounts in your general ledger. You set
up default accounts in Application Global Maintenance (Financials).
For some types of costs, you can specify override accounts to use instead of the default accounts.
You can specify override accounts in these areas:
Shop Resource Maintenance
Part Maintenance
Customer Order Entry
Purchase Order Entry
Customer Maintenance
Vendor Maintenance
You can use override accounts to provide more granularity to your manufacturing costs. For example,
if you used a different burden override account for each of your shop resources, you could track
exactly how much each shop resource contributed to your burden costs.
Shop Resource Maintenance
Shop Resource Maintenance allows you to track and maintain the resources necessary to perform
the manufacturing process as well as providing the necessary method to maintain accurate
definitions of your shop resources. This information is vital for proper scheduling and work order
costing. The information entered here will appear and be used in many other parts of the system.
This section discusses how to setup Shop Resources to report more specifically in the General
Ledger.
In most cases, Labor and Burden are reported to the default Applied Labor and Applied Factory
Burden accounts from the General Ledger Interface Accounts table.
In some cases, it may be best to show specific Applied Burden and Applied Labor in the General
Ledger. To do this, you can assign an account to each of the shop resources, or to those for which
you want to maintain detailed cost information in the General Ledger.
If the Account ID fields are left blank, the cost of this shop resource is added in with the default
account for Total Applied Labor and Total Applied Burden as specified in the General Ledger
Interface Accounts table.
Costs are entered into the fields that apply for that resource. These are the types of costs that can be
selected for the resource:
Labor Costs
Setup per hour
– Cost per hour to setup this resource.
Run per hour
– Cost to run the resource for one hour.
Costs and Accounts
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Run per unit
– Cost to run the resource per unit produced.
Burden Costs
Burden / hour (setup)
This is the burden cost per one hour of setup time. Use the Percent field and
/or the dollar amount setup burden for the resource.
Burden / hour (run)
– This is the burden cost per run of the resource. Use the Percent field and / or
the dollar amount setup burden for this resource.
Burden / unit (run)
– This is the burden cost per unit produced.
Fixed Burden
– A onetime cost (burden) charged when this resource is used.
Part Maintenance
In Part Maintenance, you can override the default accounts in several ways.
In a Part record, you can override the default material, labor, burden, and service accounts by clicking
the Accounting tab and specifying the overrides. For fabricated parts, you can override all four cost
accounts. For purchased parts, you can override the material and burden accounts. Any overrides
specified on the Accounting tab for a part take precedence over any override accounts specified
elsewhere. If you do not set up override accounts, the default Inventory accounts are used instead.
You can also set up override accounts by product codes. You can override these accounts:
Inventory (material)
Inventory (labor)
Inventory (burden)
Inventory (service)
Work in process (material)
Work in process (labor)
Work in process (burden)
Work in process (service)
Variance (material)
Variance (labor)
Variance (burden)
Variance (service)
Cost of Goods Sold (material)
Cost of Goods Sold (labor)
Cost of Goods Sold (burden)
Cost of Goods Sold (service)
Costs and Accounts
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Other Cost Sources
Inventory Adjustments
Material adjust-in transactions use the cost standards in Part Maintenance to determine the
transaction costs. Quantity adjusted-in times the Part Maintenance cost will extend to the FIFO layers
value.
Product Code G/L Interface Account Table Overrides
Accounts by Product Code
The accounts used by the Costing Utility program can be a function of the Product Code Table from
Part Maintenance. Here you can specify the accounts to be used by a part’s product code unless an
override account was specified elsewhere. If no product code is specified in the part, then the
appropriate override account is used.
You can specify these types of accounts:
Revenue Account
– The default account for use when shipments are invoiced. You can override this
account at the Customer Order Line. The default account is from the General Ledger Interface
Accounts Table. (Default Accounts Receivable Sales Revenue).
Adjustment
– The default to be used when making inventory adjustments. You can override this
account when entering inventory adjustments in Inventory Transaction Entry. If not specified here, the
adjustment account from the General Ledger Interface table is used.
Inventory
– The Raw Material or Finished Goods account(s) for use when receiving, issuing,
returning, or adjusting inventory for a specified product code. If not specified here, the account
numbers specified in the Part Master and then the default from the General Ledger Interface
Accounts table are used.
Work In Process
– The default Work In Process account(s) for this product code. You can override
this account at the Quote / Engineering Master / Work Order level(s). If not specified here or in the
work order, the default account in the General Ledger Interface Accounts table is used.
Variance
The Purchase Price Variance Account for purchased parts or the Manufacturing Variance
Account for fabricated parts. These accounts are only used in standard costing. The variance account
is used for purchased parts in an actual cost system if costs are captured at Purchase Order price
rather than invoice value. This variance is taken when the Accounts Payable invoice is matched to the
Purchase Order Receiver in Accounts Payable Invoice Entry.
Cost of Goods Sold
The Cost of Goods Sold account used for the specified product code. You can
override this account(s) at the Customer Order line item in Customer Order Entry. If not specified here
or in Order Entry, the default COGS account(s) in the General Ledger Interface Accounts table are
used.
Costs and Accounts
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Account Override Sequence Summary
Inventory:
Purchase Price Variance:
Absorbed Labor and Burden:
Manufacturing Variances
After you have set standards, all transactions regarding the manufacture of the part must be
examined to determine variances, if any, from standard. The main categories of variances are:
Material variance
Labor variance
Burden (overhead) absorption variance
Material Variance
Material usage variances can be traced to one of four source areas:
Unit of Measure
Miscellaneous Items
Raw & Goods Work in Process Cost of Goods Sold Finished
1. Part Master File 1. Work Order
1. Customer Order
Line
2. Product Code
Table
2. Product Code
Table
2. Product Code
Table
3. G/L Interface Table 3. G/L Interface Table 3. G/L Interface Table
Manufacturing Variance Inventory Adjustments Revenue
1. Product Code Table 1. Inv. Transaction Entry 1. Customer Order Line
2. G/L Interface Table 2. Product Code Table 2. Product Code Table
3. G/L Interface Table 3. G/L Interface Table
Burden Indirect Labor Expense
1. Shop Resource 1. Labor Ticket Entry
2. G/L Interface Table 2. Indirect Code
3. G/L Interface Table
Costs and Accounts
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Scrap
Substitution
Material variances can be caused by purchase price changes and the amount of material used.
Purchase price variances
(PPV) occur when the actual cost of the raw material is different from the
established standard. If the actual cost is lower or higher than the established standard, this
generates a favorable or unfavorable variance respectively. You should perform an analysis to
determine if this is a one time occurrence, a result of a change in vendor pricing, or a change in
purchasing procedures.
Material usage variances occur when more or less than the required material is used in the
manufacturing process. Material usage variance can occur in manufacturing environments where
materials have to be issued in bulk due to the way it is purchased and stocked. The standard may be
based on the average number of units that can be produced from a given unit of stock issued to the
floor.
Usage variance can also be caused by miscellaneous materials such as small hardware, wire, paint,
etc. that are not included in the Bill of Material but are required to complete the product. This material
may be inventoried when purchased and charged to a variance (expense) account as consumed.
Other causes of material usage variance are scrap and substitution. Scrap variances occur when
defective parts are produced. Scrap, as a result of the manufacturing process, may already be built
into the standard. Scrap due to error also creates a variance.
A material variance due to substitution can occur when it is necessary to use a material other than
what is called for in the Bill of Material. This material may cost more or less, yield a different quantity,
etc. This variance may be caused by a one time occurrence due to a unique situation or as the result
of a change in the design of a product. This change can be the result of a cost improvement program
or a change in vendors.
Labor Variance
In a standard cost system, labor variance is the difference between the direct labor standard
established and the actual amount paid. This variance can be composed of two pieces:
Efficiency
Rate
Labor efficiency variance
is the difference between the standard hours required per the Bill of
Material and the actual hours expended to produce the part, extended by the standard labor rate.
For example, if the standard is 10 hours at $15 per hour and the actual is 8 hours, there is a favorable
efficiency variance of $30.
Labor rate variance
is the difference between the standard hourly rate and the actual rate paid,
extended by the actual hours worked.
Continuing with the above example, if the actual rate is $18 per hour, the rate variance is an
unfavorable $24. The combined labor variance is a favorable $6.
The above variances can also be affected by:
Rework
Costs and Accounts
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Unapplied labor
Design changes
Rework
occurs when a defective part is produced during the manufacturing process, but can be
made usable with some additional processing. The added time required is not part of the standard
and is included in the variance.
Unapplied labor
occurs when it is not economical to apply a standard to some labor operations.
Examples may include set up, painting or plating, and inspection.
Design changes
can occur due to operations being added that were overlooked, or operations being
deleted due to cost improvement programs.
Burden (Overhead) Absorption
Overhead
– Burden, overhead, or indirect manufacturing expense are any expenses that cannot be
classified as direct material or direct labor. These include:
Indirect labor payroll associated with the shop foreman, maintenance personnel, dispatchers
Expense for rent, utilities, depreciation
Non-inventory supplies
Tools, and travel
These expenses are then allocated to the cost of the products.
A burden standard is established based on how the expense is capitalized to inventory. For every unit
produced, a standard dollar amount (either fixed or calculated) is added to the inventory value of the
unit.
Absorption
– A burden absorption variance occurs when more or less expense than was actually
incurred is capitalized to inventory in a given accounting period.
For example, assume the actual burden expenses incurred in a period are $65,000 and the
manufacturing process absorbs $67,000 based on the allocation method used. The difference would
be a $2,000 favorable absorption variance.
Manufacturing Cost
Whether using standard or actual costing, all transactions that change a part’s inventory balance or
the unit cost are captured as they occur.
In order to fully appreciate Costing, it is necessary to understand inventory valuation.
Inventory Valuation
– There are a number of different methods to value inventory LIFO, FIFO and
Average Cost. VISUAL uses the FIFO (First-in First-out) method of valuing inventory. The FIFO
method of inventory valuation assigns cost to inventory in cost layers. Each addition (purchase,
inventory receipt, or adjustment in) adds a new cost layer. Each subtraction (issue, sale, or
adjustment out) removes one or more cost layers.
VISUAL uses two types of FIFO layers:
Costs and Accounts
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Raw materials inventory contains layers by way of purchases from a supplier or when you create
a return from an issue return from work-in-process back to inventory (in the case of an over
issue).
Work-in-process can also contain FIFO layers, which include multiple inventory issues for the
same part on a work order. This is categorized as a WIP Issue Layer.
The examples in Table A, on page 47, depict transaction flows in an actual cost database. In a
standard cost database all inventory transactions are performed at the standard rate and therefore
the melded issue costs carry the same value as the FIFO inventory layers.
FIFO From Purchases
– Every receipt of raw material inventory or finished goods inventory (no
distinction is made) is assigned a per unit price value. Raw material inventory FIFO layers are created
when a purchase is received into inventory. The cost of the purchased inventory is derived by the
number of units received times the per unit cost as identified on the purchase order. This value will
also represent the purchase order accrual value. Each purchase creates a unique layer of inventory
which displays the inventory valuation report accessed from the Reports menu.
FIFO Layers from Issue Returns
– Issue returns (parts issued to a work order returned to inventory)
also create a FIFO layer. When parts are issued to a work order their costs are added to work-in-
process based on the raw material FIFO layer they came from. If the issue to WIP is derived from
more than one layer then the costs of all the layers issued to fulfill the requirement are melded
together to create a single WIP issue layer. Any subsequent issues of the same part to a work order
will create an additional WIP issue layer. If a part on the work order is returned to inventory from work-
in-process, a new cost layer is created with the layers value being derived from the WIP issue layers
currently residing in the work order. If there is only one issue of a particular part for the work order the
cost is straight forward. It would be the average unit cost (by melding original FIFO layers) times the
number of units returned to inventory.
Where there are more than one raw material inventory “issues” to a work order the costs are returned
from the WIP issue layers in FIFO order.
FIFO Layers from Receipts and/or Adjust In
Two other ways FIFO layers in inventory happen are
through a receipt of inventory (finished goods) from a work order. The cost of the inventory layer is
derived from the average unit cost on the work order times the number of units. If the receipt closes
the work order (complete receipts) the entire cost of the work order at the time of the receipt is the
value of the FIFO layer.
Adjustments into inventory create a separate cost layer in inventory for the per unit cost assigned
during inventory transaction entry. If no cost is assigned at that time, the cost will be derived by the
unit cost as set on the part master file when costing utilities is run.
Inventory Transactions
There are 10 classes of inventory transactions. Each of these transactions either move goods in or
out of inventory, or transfer between inventory locations. There are, therefore, 18 possible transaction
types. Most transactions affecting inventory (with the exception of transfers) either add or remove
costs from inventory.
Costs and Accounts
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Transaction Types (Basics)
P/O Receipts
– The P/O Receipts are purchased items received into stock. When these costs are
received they are assigned to an inventory warehouse location. The number of units purchased as
well as the cost of the purchased part(s) will become a new cost layer of raw materials inventory.
When the PO Receipt is received into inventory the entry is booked to record a purchase accrual
(credit) with the offsetting debit to Inventory.
Inventory parts can be purchased directly to a work order. When these parts are received they are
booked to raw materials inventory and immediately issued to the corresponding work order. The
inventory transaction entry report will depict this process. Purchased parts that are purchased on
behalf of an existing work order are given the same treatment as inventory issues when received into
the warehouse. The only time these costs would become a FIFO layer is if they are subsequently
received into inventory through an inventory issue return.
As stated above VISUAL uses the FIFO method of valuing inventory. However, there is another level
of complexity to inventory valuation; part warehouse location. For each part in inventory, there may
be multiple holding bins in the warehouse. Each inventory transaction affects one or more of these
locations, and VISUAL must therefore maintain each of these locations in order to report proper
inventory valuations if the FIFO by part locations in Accounting Entity Maintenance is set.
Services
– In the same manner as purchased parts, services can be purchased directly from the
manufacturing window and are treated by costing utilities as if they were purchased parts. Costs are
booked to WIP with the offset to the purchase accrual account.
Inventory Issues/Issue Returns
– Inventory issues are transactions that assign raw material
inventory to a specific work order. Inventory issues will normally cause the reduction of one or more
inventory layer(s). These costs become the basis of the material costs assigned to WIP. Inventory
issue transactions are prepared by costing utilities to debit WIP and credit Inventory.
Issue returns are inventory parts sent back to the warehouse. Issue returns would most likely result
from overissues or raw materials to a work order. Costing utilities accounts for these costs by a credit
to raw materials inventory and a debit to WIP.
To improve the performance of costing utilities, an issue return with a monetary value of zero is
evaluated only once during costing. After the first evaluation, these zero-value transactions are
ignored by the costing utilities.
Accounts Payable
– Costs can be directly assigned through accounts payable for items that did not
undergo the normal purchasing process. In the invoice entry window these costs can be linked to the
work order. In doing so, VISUAL requires the user to enter the GL code to cost the items. The GL
Account assigned to an accounts payable invoice linked directly to a work order is treated as a
clearing account. Costing utilities post and offset entry to the GL account and apply the transaction
value to WIP.
Warehouse Transferred
– The cost implication (i.e., treatment of warehouse transfers) is dependent
on the setting for FIFO method in application global. If you select FIFO by Part, transfers from one
location to another do not have any cost implications; inventory transaction entry simply records the
movement (without cost implication) to the new location. If you select FIFO by part location in
Accounting Entity Maintenance, cost movements between locations are recorded.
Adjustments In/Out (Inventory)
– Usually, inventory adjustments stem from physical inventory
counts. Typically, companies take physical counts to keep perpetual records in line with actual
inventory on hand. Discrepancies between the actual inventory on hand and the perpetual records
Costs and Accounts
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require inward or outward adjustments. If an inward adjustment is required, VISUAL costs this
adjustment as a new cost layer. Outward adjustments remove costs from an existing cost layer or
potentially remove an entire cost layer from inventory. When entering adjustments through inventory
transaction entry, you are required to assign a G/L account for the other side of the transaction. Raw
materials inventory is either debited or credited depending on the adjustment type. You must define
the G/L offset account to apply the other side of the transaction.
Direct Labor / Burden
– Labor charges are applied during labor ticket entry. Whether entering labor
charges through bar code or entering via a computer terminal station, costs are applied to the labor
ticket area. All costs for
setup
and
run
times are recorded into WIP via costing utilities. In order to
record direct labor in WIP, a debit is created to WIP labor, and a credit to Manufacturing Direct
payroll.
Burden (overhead) represents costs associated with the cost of manufacturing without the ability to
identify these cost to specific operations or jobs in WIP at any one point in time. For example, rent,
lighting, general plant maintenance, and depreciation are costs that every manufacturing environment
incurs but are not attributable to specific jobs in WIP.
Costing provides for the ability to set burden rates to attempt to capture these costs and allocate them
to jobs that flow through WIP. You can apply burden to raw materials inventory as well as to specific
operations used in the manufacturing process. Burden rates applied to raw materials inventory on the
part master file will cause burden to be charged each time the part is issued to a work order. Burden
costs assigned operations are applied to WIP at the time of Labor ticket entry.
The burden costs applied during labor ticket entry come from the settings assigned on the resource in
shop resource maintenance. The burden rate is derived either from the operation set in shop
resource maintenance, on the operation in the bill of materials. The determination of whether cost are
extended from the resource or the work order depends on the
Burden Basis
setting as defined on
the
Cost
tab in application global. If you select
Determined by Resource Burden
, the settings are
examined in Resource Maintenance to determine the appropriate amount of burden to apply. If you
select
Determined by Operation Burden
in application global, then the amounts applied on the work
order are used to determine the amount of burden.
Indirect Labor
– Indirect labor is applied in the same manner as direct labor; the only difference is the
transaction type in the Labor Ticket Entry window must be set to
Indirect
rather than
Setup
or
Run
.
Indirect labor is not charged to specific jobs. Costs associated with indirect labor are reclassed from
manufacturing payroll to the appropriate manufacturing indirect labor G/L account(s).
Shipments (Sales)
– Shipments of customer orders cause specific transactions to take place within
the system. Costs accumulated in work in process are marked as
Closed
. Inventory costs (WIP) then
flow through to cost of sales in the general ledger in two distinct entries. The first entry reclassifies
work in process costs to finished goods inventory. The second entry records the transfer of finished
goods inventory to Cost of sales to properly match costs with revenue as required by generally
accepted accounting principles.
Standard
– In standard costing, material is applied at the standard cost in the parts’ database. Any
difference between the purchase price of the material and the standard is taken as a variance when
the Purchase Receiver is matched to the invoice in A/P Invoice entry. Labor and burden are applied
based on the standard rates obtained from the shop resource.
Actual
– With actual costing, cost information is collected as it occurs. In Accounting Entity
Maintenance, you must specify the source of the raw material cost. The two options for Source of
Raw Material Cost are:
Costs and Accounts
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A/P Invoicing
Purchase Order
A/P Invoice Based
– Until you enter the invoice and VISUAL matches it to the receipt, A/P Invoice-
based material costs are valued at purchase order dollar amounts. As the receipts are costed at
actual invoice prices, the corresponding issues for these material receipts are then costed at the
actual price. Because the actual cost is not known until invoiced, the standard cost is used from the
part’s database as a temporary value. When the actual value becomes available, VISUAL creates
adjustment distributions (if the previous standard was posted to G/L) for the difference between the
estimated (standard) cost and the actual cost.
Purchase Order Based
– Purchase Order based material costs use the value from the purchase
order. When the actual invoice is received and matched to the purchase order receipt, any difference
between the purchase order and the invoice value is booked as a purchase price variance.
If you are costing at invoice value and the material requirement for a job is linked to a purchase order,
the material is issued directly to the job upon receipt. Material is temporarily valued at the purchase
order price, not the part standard. Materials that are purchased under an actual cost system not for a
specific job are valued based on the First In First Out (FIFO) method of inventory valuation.
Actual costing uses the employee labor rate to cost labor transactions. Burden costs are applied
based on the rates set up for the shop resource. This can be established based on one or a
combination of these costs:
Cost per Setup time
Cost per Run time
Cost per Unit produced
Fixed Cost per Resource
Percent of Setup and / or Run labor costs
There is a delay in the final determination of a work order cost when using actual costing. Before a
final cost can be calculated, these conditions must be met:
All operations are completed
All material requirements are issued to the work order
All material issues are fully costed (receipts for which the material came from have been costed,
i.e. invoice received or sub work order receipt costed)
The work order is closed
What is Actual and Projected Cost?
Actual cost
is the true value of the material and labor charged to a work order. Material value is
based on the FIFO cost layers established when materials are purchased and / or subassemblies are
finished and received into stock. Labor value is based on the rate per employee(s) working on the job
and the number of hours worked by the employee(s). Burden cost is calculated based on the
parameters, for each shop resource used, as defined in Shop Resource Maintenance.
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Projected cost
is calculated as the actual cost charged to the work order plus the remaining cost
based on the operations and material requirements to be completed at the estimated costs. Material
requirement costs to be completed are calculated based on the actual number of parts issued to the
work order. If the material issues, per requirement, are equal to or greater than the estimated material
requirement, VISUAL considers this complete. In other words actual will equal projected cost for this
requirement.
If the material issued to a job is less than that required per estimate, VISUAL considers this
requirement incomplete and calculates a remaining cost based on the remaining quantity to be issued
at estimated cost.
Labor requirements to complete are based on the quantity you enter in the quantity complete field or
a calculated quantity complete if the system is set to automatically compute quantity complete based
on hours. The remaining cost is calculated for each requirement, based on the remaining units to
complete, at the estimated hours multiplied by the estimated labor and burden rates.
Determining Whether Actual Cost or Projected Cost is Used
Projected unit cost is calculated as Projected Cost / Desired Qty. This unit cost is then multiplied by
the Received Quantity for a total Projected cost of the received quantity.
The total projected cost from this calculation is then compared to the total actual costs charged to the
work order. If the total actuals are greater than the calculated projection of the received quantity, this
projected cost is the value used for the quantity received. If total actual costs are less than projected,
the actual cost is the value used for the quantity received.
If the quantity received is equal to or greater than the desired quantity, actual costs are used.
See earlier in this chapter, for more information on Component Level Costing.
Manufacturing Cost Flow Overview
VISUAL implements actual costs for work orders as a function of inventory and labor transactions
placed against those work orders. All costs ultimately come from these two window controls.
When you first create a work order, it has no transactions. As inventory is issued and labor is posted
to the work order, the work order is given actual cost. Depending on the costing method you have
chosen for your system, the values used in these transactions are either based on part and resource
standards or actuals. Purchase orders, when received, effectively have an actual cost also. Similarly,
Customer orders, when shipped, have actuals associated with them. Just as work orders can be
shown to have an actual cost by totaling the issues and labor against it, so can a purchase order and
customer order by totaling the receipts and shipments, respectively, against them.
The Costing Utilities prepare inventory and labor transactions to be permanently Costed and Posted
to the General Ledger. Not all costing actions can be carried out on-line—for example, during normal
system interaction. A few actions must be performed in batch mode. The Costing Utilities program is
designed to perform those batch functions. The functions performed are:
Receipt Transaction Costing (Work Orders)
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Inventory Transaction Costing
Prepare Purchase Journal Transactions
Prepare WIP / FG Journal Transactions
Prepare Shipments Journal Transactions
Prepare Part Adjustment Journal Transactions
Prepare Indirect Tx Journal Transactions
Purchase Receipts
Frequently run, daily or every other day Receipt Transaction Costing and Inventory Transaction
Costing. As purchase order receipts become invoiced and entered, the Inventory Transaction Costing
function takes the invoice cost information and costs the transactions that are being held because of
missing cost information (received Purchase Order not yet invoiced). The Receipt Transaction
Costing function checks open work orders and their receipts to “see” if all receipts can be costed. For
example, when an invoice is matched to its receipt, that receipt can now be costed and any issue
from that receipt (FIFO) can be costed. The costed issue has now affected the cost of a Work Order
or Customer Shipment. In the case of the Work Order, the receipt of the finished product can now be
valued with its final cost. The Receipt Transaction Costing function performs this step.
Direct Labor is reclassed from Payroll to Cost of Sale – Direct Labor Accounts.
Indirect Labor is reclassed from Payroll to Manufacturing Indirect Payroll.
Costing Flowchart
Purchase
Inventory
Raw Materials
Finished Goods
Service
Labor
Burden
Sale from
Work
Indirect
Labor
WIP
Work
Orders
Shipments
Sale of
Inventory
Revenue
Cost of
Sales
Factory
Overhead
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Cost Flow Procedure
Create Work Order & Requirements (Operations, Service, Costs, Status)
Create Purchase Order for Material Requirements
Receipt of Raw Material into Stock or to Work Order if Linked
Run Costing Utilities & prepare Purchase Journal Inv. temp valued at PO
Enter A/P Invoices & Match to receipt & Post
Issue Materials to Job if not linked
Run Costing Utilities & prepare Purchase and WIP Journals -Updates Material Costs to actual
Applies labor & burden to work order
Enter Labor Tickets for Operations on Job
Run Costing Utilities & prepare Purchase and WIP Journals -Updates Material Costs to actual
Applies labor & burden to work order
Finished product – Receive into stock & Ship – If linked to Customer Order = Ship
Run Costing Utilities & prepare WIP and Shipment Journals – Updates Work Order costs &
FG Inv. value. Relieves FG and debits COGS for shipments.
Invoice Forms – Print Invoices & transfer into A/R module for posting to G/L
(Revenue recognition)
Costing Utilities – Running Receipt Transaction Costing (Work
Order Receipts)
A work order gathers actual cost from labor ticket postings or inventory transactions throughout its
life; however, the majority of the time its final actual cost is unknown. When the work order becomes
fully received or shipped, it is closed. After it becomes closed, the Receipt Transaction Costing
function permanently costs receipts for the work order. When the permanent cost is established, the
outgoing transactions can be costed (Issues of Work Order Receipts).
Run Receipt Transaction Costing if you are using either actual or standard costing. In actual costing,
this option evaluates the total order to “see” if all inventory transactions and operations have been
completed and final costed. If competed, this selection assigns a permanent cost to the receipt and
marks the work order as closed. If the work order is reopened at a later date, this option reevaluates
the work order for any cost changes and updates the receipt as needed. The issues from that receipt
are also updated.
In standard costing, this option determines the Manufacturing Variance that is taken. All receipts in a
standard cost system are valued at standard as soon as they are created. Depending upon costs
incurred in WIP, a variance will be taken for any deviation from standard.
Receipt Transaction Costing performs these actions:
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Examines newly created labor transactions and inventory transactions of any permanently costed
work order to “see” if changes have occurred since the work order became permanently costed. If
you have added any new transactions, the corresponding work order is no longer permanently
costed and is now reconsidered for costing.
Examines each work order that is not permanently costed and determines if the work order is
costable. A work order can be permanently costed if these conditions are met:
The order is fully received or marked closed.
The operations of the order are fully reported or marked completed.
The material requirements of the order are fully issued or marked completed.
The material issue transactions of the order are fully costed. Invoices have been received and
matched to receipts consumed by this work order.
If the work order being examined is costable, VISUAL takes its actual cost, determines the unit cost
for each cost category (MLBS) and saves the result in each inventory receipt of the work order. Then
it marks the work order as costed permanently (by setting COSTED_DATE to the current system date
/ time in the Work Order table).
The first option allows you to assume that all operations and requirements for a work order are
closed if the work order is closed (fully received to stock), regardless of the complete status of the
individual requirements and operations. All material issues to the work order however, must have
a final cost. For example, a work order may require 100 pieces of an item per the estimate. If 90
pieces have been issued and fully costed, this option assumes that the job can be final costed.
The second option allows the Receipt and Inventory Transaction costing to continue to run until
you have performed all updates to transactions. This box is checked by default. VISUAL is able to
capture all activity for a change in a Transaction in one step rather than having to run this multiple
times. For example, in actual costing, if an issue to a work order id fully costed by matching the
Accounts Payable Invoice with the Purchase Order Receiver, the work order that received the
material is considered for full cost. If the work order is closed, the receipt of the work order is fully
costed and therefore, any issue (shipment or issue to a higher level work order) of the received
work order, can now be costed. If this box is not checked, the receipt is not fully costed, and
therefore, the issue of the fabricated item to a higher level work order is not costed.
A single pass (box not checked) first values receipts, and then the issues from those receipts.
Because some receipts first require that issues are valued, a single pass does not always cost
everything that can be valued. You should leave this option checked. The only time it is not necessary
to leave this option checked is if all Bills of Materials for the product you fabricate are single level,
and, very few returns are made. Check this when costing inventory at month’s end. When the No
Updates Performed message appears, all activity to date has been costed. Under normal
circumstances, you should leave both of these options checked.
Inventory Transaction Costing
The Inventory Transaction option from the Costing Utilities window causes incoming transactions to
be related to outgoing transactions. Incoming costs represented by purchased part receipts or
adjustments to inventory are matched to outgoing costs represented by material issues, shipments,
and adjustments to inventory. Before any costs can be assigned to an outgoing transaction, VISUAL
must first have a permanent cost for an incoming transaction.
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The primary source of incoming costs is the purchased part receipt. Another source of incoming costs
is a work order receipt from work in process. We already know that labor tickets are given a
permanent cost when they are created. Purchased part receipts may not be given a permanent cost
at any time of receipt. If costs for purchase part receipts are identified from Purchase Orders, then the
transaction is given its final value upon creation. If costs for purchased part receipts are identified
from A/P Invoices, then the transaction must wait for its permanent cost until the matching A/P Invoice
is entered. After the purchased part inventory receipt is given its final, permanent value, costs are
distributed from that transaction. This is done by connecting the receipt to one or more outgoing
transactions for the same part. For example, a receipt of 1000 parts can be distributed to an issue of
1000 parts, 10 issues of 100 parts, or 1000 issues of 1 part, or any combination in between.
The order of assignment of transactions is First-In, First-Out (FIFO).
The Inventory Transaction Costing function examines each inventory part’s incoming inventory
transactions that have not been fully distributed and assigns them to the same part’s outgoing
inventory transactions that have not been previously assigned.
VISUAL maintains a table where it can locate all affected transactions when a given value has
changed. For instance, a change to an A/P Invoice after its original entry would potentially have an
affect which proceeds all the way to the Cost of Goods Sold account, assuming that the finished part
which used the purchased part being costed has already been shipped.
As purchased part receipts are costed, material issues are costed. In turn, material issues are part of
the cost of a work order. The cost of these material issues affects the receipt costs for parts coming
from the work order. After all details of the work order are costed, the receipts of the work order can
be costed. Those costs are then distributed to either material issue costs (when the part is used in the
fabrication of another work order) or to shipment costs (when the part is a finished good and is
shipped to a customer). The process of costing inventory transactions spirals up the bill of material
and routing (i.e. engineering structure) until it becomes part of inventory or cost of goods sold.
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Preparing Manufacturing Journals
Manufacturing Journals are prepared by the Costing Utility application. Each journal is the result of an
analysis of inventory transactions, and if applicable, labor tickets. These procedures create summary
journal transactions called distributions, which are then ready for posting to the General Ledger. Each
journal is a subsidiary journal similar in nature to the Accounts Payable or Accounts Receivable
journals. The journals must be posted using the Post Manufacturing Journals function.
If you are licensed to use multiple sites, prepare manufacturing journals on a site-by-site basis.
The Costing Utility may create several distributions for each order. If an order is open for more than
one period, it typically has multiple distributions. If you run the Costing Utilities more than once during
the period and post the results, multiple distributions are created. The Costing Utilities remove any
unposted transactions for the period being processed and replace them with up to date transactions.
This simplifies the resulting distributions allowing a summary to occur across all available
transactions. If you run the Costing Utilities and do not post the results, the unposted transactions are
picked up in a subsequent batch the next time you run the Costing Utilities. However, you do not lose
the distributions created by the previous Costing Utility run. They are added to the current distribution.
Any difference between what you are posting on the Work In Process (WIP) journal and Indirect
Labor journal and the labor expense that results from your payroll transactions can usually be
accounted for as one of these possible situations:
You are not entering all transactions in VISUAL. Sometimes indirect labor is not entered as a
labor ticket in VISUAL.
Your payroll system’s employee rate information is different from the employee rate used by
VISUAL.
Your office or salaried employee expense is mixed with the direct/indirect labor posting being
made from your payroll system.
Labor tickets are costed immediately when created. Therefore, there is no delay in obtaining this
information. Also, burden is calculated at labor ticket creation.
Material burden is applied only when a material is issued to a work order. It is not intended to capture
inventory storage costs, nor does it affect the value of inventory as it waits for use. The act of issuing
the material to a work order causes the work order to be burdened for the material. This cost appears
in the Burden column of a work order. Each part received from the work order contains a share of the
burden applied as a result of this process. This material burden can be in addition to the burden
applied from the shop resource. For more information on Burden Issue, refer to the Part Maintenance
chapter.
When a material issue to a work order drives the on-hand quantity for a part into negative numbers,
this occurs in an Actual cost database:
Material Cost
– Only the quantity that was actually on hand is costed to the work order. The
additional quantity issued that drove the on-hand quantity into negative numbers is issued at the
standard costs defined in Part Maintenance. If you are licensed to use multiple sites, these costs are
defined on a site-by-site basis.
Issue Burden
– Issue Burdens are handled as:
Unit Burden
Because this figure is based on the number of pieces issued, the unit burden for
the total quantity issued is costed.
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Percent Burden
– This figure is based on a percentage of the material cost.
There are six Manufacturing Sub-Ledger Journals. Each of these journals are discussed in this
section.
Purchase Receipts Journal (PUR) – Order Based
Work Order Journal (WIP) – Order Based
Finished Goods Receipt Journal (FG) – Order Based
Shipments Journal (SLS) – Order Based
Inventory Adjustment Journal (ADJ) – Transaction Based
Indirect Labor Journal (IND) – Transaction Based
Purchase Journals
Purchase Journals use the site on the Purchase Order line to determine which site owns the
purchase transaction costs. Since you can enter a purchase order for multiple sites, this ensures that
the correct site owns the costs associated with its purchasing activity.
The Purchase Journal contains a listing of the summary transactions created by the Costing Utilities.
These summary transactions are the results of processing inventory transactions of purchase orders
and receipts of services from the vendor that are linked to a Purchase Order. These are receipts (or
returns) of each part.
Each purchase order received (or returned) during the period is examined for its current value by
summing the inventory receipts attached to the purchase order. These receipts are summarized by G/
L account number for each PO. In other words, if three lines on a PO were received at $100.00 each
and the debiting G/L account was the same, a sub-ledger distribution for this PO would be made for
$300.00. However, if each debiting account was different, three sub-ledger distributions would be
made for $100.00 each. Any existing distributions which have been posted for the period are
deducted. The resulting distribution is then saved for the purchase order.
The purchase journals taken together for a given period represent the total purchase receipts for all
types of purchases of manufacturing material and expense items for that period.
Purchase Receipt Journals
The Purchase Order accrual account from the G/L Interface is used for all Purchase Order receipts.
This account is debited when the A/P Invoice is matched to the Purchase Order Receipt. If a
Purchase Order line item is linked to job requirement(s), this journal posts the receipt and the WIP
journal posts the automatic issue that occurs when the Purchase Order is received.
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Work In Process (WIP) Journals
The Work In Process Journal contains a listing of the summary transactions created by the Costing
Utilities as a result of processing inventory transactions and labor tickets to work orders. These are
issues (or returns) of materials and posting of labor to work orders during the period.
Each work order that has material issued (or returned) to it, or labor entered for it, during the period is
examined for its current value. The actual value of a work order comes entirely from inventory
transactions and labor tickets. Any existing distributions that have been posted are deducted from the
current value, and the difference is made into a new distribution for the work order. This journal is
order based and not transaction based.
The WIP journals taken together for a given period represent the total usage of material and the total
value added by the manufacturing process for that period.
Miscellaneous charges posted to the job from payables are posted to the general ledger via the
Accounts Payable Invoice journal. However, these values are relieved from WIP when the order is
received to finished goods or shipped.
The value that VISUAL determines for labor and burden in this journal are absorbed labor and
burden. Absorbed labor and burden are temporarily placed in Work In Process Inventory, and
ultimately flow into Finished Goods Inventory, and then finally to Cost of Goods Sold.
Finished Goods Journals
The Finish Goods Journal contains a listing of the summary transactions created by the Costing
Utilities as a result of processing inventory transactions of work orders. These are receipts (or
returns) of manufactured parts from the floor to finished goods inventory. This journal is work order
based and not transaction based.
Finished Goods Journals in Actual WIP Costing
If you selected Actual as your WIP costing method, the system values that transaction at the total
accumulated cost on the work order at that time when a partial quantity is moved from WIP to finished
goods. If another partial quantity moves to stock, the system values that transaction with the costs
accumulated between the previous transaction and this one. This continues until the work order is
completed and closed. When the work order is closed, the Costing Utilities evaluate the total cost of
the work order versus completed transactions and creates adjustment distributions for any
differences.
Finished Goods Journals in Projected WIP Costing
If you selected Projected as your WIP costing method, the system values that transaction at the
estimated unit cost based on the work order at that time when a partial quantity is moved from WIP to
finished goods.
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Costing Considerations for Finished Goods Returns
If you use FIFO by Part Location as the FIFO method, review this information to ensure that work
order receipts and returns are processed as anticipated.
FIFO locations are not maintained for finished goods returns. To make sure that FIFO layers are
matched for finished goods return transactions, it is highly recommended that you use one
warehouse location per work order for work order receipts and potential finished goods returns. You
do not need to use one warehouse location for all of your work orders. You should just make sure that
for any given work order, you use the same location for work order receipts as you do for finished
goods returns.
If business needs dictate that you need to use a different warehouse location for receipts and returns,
you should review and physically adjust locations after you create finished goods returns. If you
receive a quantity from a work order to one location, transfer the quantity to a second location, then
return the quantity to the work order, the relationship between the adjust out FIFO layers will be lost.
The distribution for the transfer to the second location and the original receipt will be separated. The
receipt return is directly distributed to the original receipt.
If you do need to use different warehouse locations for work order receipts and returns, you can use
these reports to analyze the transactions:
Inventory Transaction Report
– Use this report to view when work order returns have been made.
Sort the report by Work Order and Type of Receipt to identify receipts. Negative amounts indicate
returns.
You can also use this report, sorted by Warehouse/Location/Part, to analyze part location quantity.
The layer costs are expressed as current value, not as the value as of a particular point in time.
Costing Tools
You can use the Cost Distribution Analysis tool and FIFO/Average Costing Analysis
tool to view distributions.
Inventory Balance Report
– Use this report to view costed values of transactions as of a period end.
The total of this report will reconcile, but if you use separate locations for work order receipts and
returns, the amounts reported by location will not reconcile.
Shipments Journals
The Shipments Journal contains a listing of the summary transactions created by the Costing Utilities
as a result of processing inventory transactions of customer orders. These are shipments (or returns)
for parts sold to customers. This is a customer order based sub-ledger and is not transactional.
Shipments can occur for items stocked in finished goods or, if the customer order is linked to the work
order, directly from the work order. If the product is shipped from finished goods, the value booked to
cost of goods sold is the value booked to finished goods from the Finished Goods journal on a FIFO
basis.
Shipping Journals in Actual WIP Costing
If you selected Actual as your WIP costing method and a partial shipment of a customer order linked
to a work order is made, the system books to cost of goods sold the total cost accumulated to date on
the work order. A second shipment will be at the cost accumulated between the previous shipment
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and this one. When the final shipment is made and the work order closed, if there is any difference
between the total cost of the work order and the costs already transacted, the system creates
adjustment distributions for this difference.
Because of this methodology, if partial shipments occur across accounting periods, there is the
potential that cost of goods sold in a particular period may be under or over stated.
In actual costing it is possible that cost variances for a job are posted in a period for which no
shipment was made.
For example, if an order with a total value of $4,000 ships in February, this value is posted to the Cost
of Goods Sold account(s). If an invoice for material used on the job comes in on March 15, any
difference in cost (Purchase value vs. Invoice) is posted to the current periods Cost of Goods Sold.
Shipping Journals in Projected WIP Costing
If you selected Projected as your WIP costing method and a partial shipment of a customer order
linked to a work order is made, the system values that transaction at the estimated unit cost based on
the work order at that time when a partial quantity is moved from WIP to finished goods.
Inventory Adjustment Journals (Adjust In or Out)
This journal contains a listing of the summary transactions created by the Costing Utilities as a result
of processing inventory transactions of parts that adjusted inventory quantity on hand. This journal
also includes transactions created from inter branch transfers and other actions that result in an
adjust in or adjust out inventory transaction.
You must value incoming adjustments (increases in quantity on hand) when costing at actual. Use the
current standard from the Part Master or override the value manually when the transaction is created.
This action provides a cost per unit and therefore a total cost for every incoming adjustment
transaction. All adjustments into inventory created by the Physical Inventory module are made at
standard. Therefore, it is extremely important that all item masters contain a standard if you use the
physical inventory module.
Adjustments that are outgoing (decreases in quantity on hand) must be valued by the same inventory
costing method used to distribute costs from receipts to issues (Costing Utilities, Inventory
Transaction Costing). You cannot set the dollar value of an outgoing adjustment.
This journal totals the value of each such transaction and posts it to the financials via this subsidiary
ledger. This journal is transactional. That is, each transaction results in a separate distribution to the
appropriate accounts.
Indirect Labor Journals
The Indirect Labor journal contains a listing of the summary transactions created by the Costing
Utilities as a result of processing labor tickets which are not for a specific work order.
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Indirect labor tickets are posted transactionally, in a manner similar to the adjustment journal covered
earlier in this chapter.
Example Postings for Journals
The account used is based on how you elect to implement your system. You can use a lowest level
G/L interface account or specify the accounts to use at the Part, Work Order, or Product Code level.
This should be decided early on in the implementation of the system.
These transaction templates are used for each journal type:
Purchase Receipt Journals
Use the Product Code Account table, then part inventory account if the line item expense account is
left blank. If the PO line item account, the Product Code Part Inventory or the part inventory accounts
are blank, the Default Inventory account in the G/L Interface is used.
The PO accrual account from the G/L Interface is used for all PO receipts. This account is credited
when the A/P Invoice is matched to the Purchase Order Receipt.
When a Purchase Order line item is linked to job requirement(s), the journal posts the receipt and the
WIP journal posts the automatic issue that occurs when the PO is received.
Work Order Journals
For debit transactions, first attempts to use work order WIP accounts, then the Product Code WIP
accounts, and then default WIP accounts from the General Ledger Interface table.
For credit transactions, first attempts to use shop resource absorption account, then default
absorption accounts from the General Ledger Interface table.
Finished Goods Receipts Journals
For debit transactions, use the part accounts, then the Product Code accounts, then default
inventory accounts from the General Ledger Interface table.
For credit transactions, first attempts to use work order WIP accounts, then the Product Code
accounts, then default WIP accounts from the Interface table.
Manufacturing variance account from the Product Code Interface table, then the General Ledger
Account Interface (standard cost only).
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Sales (Shipments) Journals
For debit transactions, first attempts to use line item COGS accounts from the Customer Order
Entry, then the Product Code COGS Account, then default COGS accounts from the General
Ledger Interface table.
For credit transactions, first attempts to use the part accounts, then the Product Code Account,
then default inventory accounts from the General Ledger interface table.
Inventory Adjustment Journals
For debit transactions, first attempts to use the part accounts, then the Product Code accounts,
then default inventory accounts from the General Ledger.
For credit transactions, first attempts to use the account specified by the user in the Inventory
Transaction, then the default Adjustment Account from the Product Code table, and then the
default Inventory Adjustment Account from the Interface table.
Indirect Labor Journals
For debit transactions, first attempts to use the account specified by the user in the Labor
transaction, then default indirect labor account from the General Ledger Interface table.
Uses the Factory Payroll Account from the General Ledger Interface table.
Note that each template attempts to apply a specific account, usually an overridden account entered
by the user for the specific order or the Product Code table, and then falls back on the interface
account as the default. Thus, the user must setup the interface in the event that an account is not
overridden.
If you override one account in the specific category but leave the other accounts blank, the interface
table accounts are used for the blank fields. To ensure that you always get the result you expect,
override all four accounts, even if it is the same account in each category.
In entries that end with (s) in the templates above, signifying more than one account, more than one
transaction may be produced based on the user’s specified account numbers. Every attempt is made
to eliminate duplicate accounts on either side of the transaction.
Reporting Invoices Charged Directly to Work Orders
Use the Work Order Cost Report as a means of tracking direct charges to the work order from the A/P
Invoice by Comparative Totals and Comparative Totals with breakdown. Direct Charges involve
Material and Service only.
For each material requirement and operation, this information is shown:
Quantity
Estimated Cost = Estimated Material + Labor + Burden + Service
Actual Cost = Actual Material + Labor + Burden + Service
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Variance = Estimated – Actual
Projected = Projected Material + Labor + Burden + Service
Comparative Totals with Breakdowns include Material, Labor, Burden and Service costs broken out
into separate sections before being totaled. Invoices charged directly to the Work Order are also
listed separately. Additionally, setup time and run times are split for operations.
Manually Running Costing in the Costing Utilities Window
Use the Costing Utilities window to run costing manually at any time. You can also set up a service to
run costing. See "Running Costing with the Costing Service" on page 5–42 in this guide.
There are two sections to the Costing Utilities window. The upper portion is used to update costs
related to Work Orders and inventory transactions. If you are running VISUAL without VISUAL
Financials, you need only to select these two options.
The bottom half of the Costing Utilities window is where you can have the system prepare the
manufacturing journals. Even though the window has a message that says to run these on a monthly
basis, that is meant as a minimum. It is recommended that these journals be prepared and posted on
a more frequent basis during the month to reduce the amount processing required to close your
month. The frequency depends on the amount of activity generated by your business.
The default posting date that appears in the dialog box is the last fiscal period’s ending date. You can
overwrite this field to enter another (appropriate) date (i.e. current system or month end date). If you
enter a current period date and the prior period is open, VISUAL prompts you with a message stating
that you cannot process the current period information until you close the previous period. This is to
prevent any information not posted in the previous period from being posted in the current period.
For example, if on the last day of the month, you enter transactions but do not post, and on the 10th
day of the new month you elect to post the new month's activity, all transactions not recorded in the
journals for the current and previous month are recorded and posted to the current period.
The reason for this is that costs are posted according to the value of the order (Purchase Order,
Customer Order or Work Order) and not the individual transactions. The transactions are used to tell
VISUAL when the change took place so that the current value of the order can be posted to the period
for which the transaction took place.
For example, if a Purchase Order is received on the last day of the month for $100.00, the Costing
Utility posts $100.00 to the inventory account for that period. If on the 10th day of the new month, an
invoice is matched to the receiver for $110.00, the variance of $10.00 will be posted in the new month
because the previous month is closed. To post these variances to the previous month, you must
reopen the month and run the Costing Utilities up through the end of the previous month. All
variances for activity occurring in the previous month(s) will be posted to the month reopened. The
Costing Utilities ignore all activity after that date.
It is also recommended that you complete the final preparation of journals for the prior period before
you prepare journals for the current period. Post Manufacturing Balance reports could be impacted if
a new period is prepared before the last preparation of a prior period's journal.
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Running Costing Utilities
To prepare the manufacturing journals:
1
From the main window, select the
Costing Utilities
option on the Eng/Mfg menu.
2
Click
Setup
.
3
To assume that all materials and operations are closed if the work order is closed, select this
check box.
4
To repeat the costing run until it cannot find updates to perform, select the
Continue Running...
check box. If you select this check box, click in the
Cycles are performed
text box and enter the
number of costing runs to perform. Leave the field empty to continue processing until all
transactions have been costed. If you specify a 0, this value is considered the same as the value
of 1.
5
Click
OK
.
6
The Setup dialog closes.
7
If you are licensed to use multiple sites, click the Site ID arrow and select the site for which you
are preparing manufacturing journals. If you are licensed to use a single site, this field is
unavailable.
8
Select inventory related costing options:
Receipt Transaction Costing
– VISUAL updates your work order receipt costs with the most up-
to-date receipt transaction data. Actual cost transactions are updated for Closed orders and
partial receipts are updated based upon WIP costing method.
Standard Costs are used to determine Finished Goods Variances.
Inventory Transaction Costing
– VISUAL updates your inventory costs with your most up-to-
date receipt transaction data. If you use the Standard costing method, this option is not displayed.
Note:
To keep your costing values up to date, run the Costing Utilities with these settings often.
You do not have to generate distributions until you are ready to post to your ledgers.
9
When you are ready to generate journals, select the appropriate check boxes for the journals to
prepare:
Note:
This function only prepares the journals: you must use the Post Manufacturing Journals
program to post distributions to your ledger. To prepare distributions only, select the journals to
create and clear the two check boxes in the top section of the window.
Purchase Journal Transactions
WIP/FG Journal Transactions
Shipments Journal Transactions
Part adjustment Journal Transactions
Indirect Transactions Journal Transactions
10
Click the
Run
toolbar button.
As the Costing Utility runs, the current part appears in the Costing Utility window.
Note:
To stop the costing process, click the
Stop
toolbar button.
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When the costing run has finished, an information dialog appears notifying you of the costing
results. This information is also stored in the VMAPLUTL.log file.
11
Click
OK
on the dialog box.
12
Click the
Exit
toolbar button on the Costing Utility.
To post the distributions you have created, you must use the Post Manufacturing Journals program
located in the Ledger menu.
Running Costing with the Costing Service
You can use the Costing Service to run costing automatically on the days and times you specify. If
you have multiple sites and would like to run the service for all sites, then you must install the service
once for each site.
To specify when to run the service, use the Costing Service Schedule dialog in the Costing Utilities
window. You can specify one schedule for running inventory costs options and a separate schedule
for preparing manufacturing journals. You can use the service to run costing up to six times a day.
You can set up one costing schedule for each site. Users that have access to the Costing Service
Schedule dialog in the Costing Utilities window can edit the schedule for their allowable sites. The
system administrator can control which users have access to the Costing Service dialog.
After the service is installed and the service schedule is set up, the database is examined based on
the polling interval you specify to see if costing needs to be run. When the service finds that costing
needs to be run, the service runs costing based on the settings you specify in the Set as Scheduled
dialog.
If you prepare manufacturing journals with the Costing Service, you must post the journals manually
using the Post Manufacturing Journals window. The Costing Service does not post manufacturing
journals.
If you set up the Costing Service, you can still run costing utilities manually.
Preparing Manufacturing Journals Using the Costing Service
You can use the Costing Service to run costing only in the current period or the period immediately
prior to the current period. In both cases the period prior to the period in which you are running
costing must be closed.
For example, presume you use a monthly financial calendar. Today is April 24th and the service is
scheduled to run. This table shows scenarios when the Costing Service can be used and when the
costing service cannot be used:
Scenario Can I use the Costing Service?
April is open and March is closed.
Yes.
Costing is run for April. The default
posting date used for journals is April 30.
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These rules and scenarios apply to journal preparation only. You can run receipt transaction costing
and inventory transaction costing with the service at any time.
Installing the Costing Service
The computer where you install a service must have these components installed:
VSRVANY.EXE
VSRVANY.EXE is a VISUAL tool that allows the service executables to be run
as a service. VSRVANY.EXE must be installed in the same directory as the service executables.
VSRVANY.EXE is installed with the VISUAL installer.
SC.EXE
SC.EXE is a Microsoft Windows tool used to make modifications to services and to
remove services. SC.EXE is commonly installed with Microsoft Windows. Run a Microsoft
Windows search to verify that SC.EXE is installed. SC.EXE does not have to be in the same
directory as the services executables; you can leave SC.EXE in the directory where Microsoft
installed it.
Unify Runtimes
– You must also have the Unify runtimes for your version of VISUAL installed on
the computer where you run the service.
The Costing Service is installed by site. If you have multiple sites, install the service for each site
where you want to use the service to run costing.
To install the service:
1
In your VISUAL executables directory, locate VMCSTSVC.EXE.
2
Right-click VMCSTSVC.EXE and select
Run as Administrator
. The Sign In dialog is displayed.
3
Specify this information:
User ID
Specify the user ID that the service uses to sign into the VISUAL database. This can be
any valid VISUAL user ID who has access to the site for which you are setting up the service. This
user must also have security permissions to access Costing Utilities (VMAPLUTL.exe)
April is open, March is open, and February is
closed.
Yes.
Costing is run for March. The default
posting date used for journals is March 31.
April is open, March is open, February is
closed, and January is open.
Yes.
Costing is run for March only. The default
posting date used for journals is March 31.
April is open, March is open, and February is
open.
No.
The Costing Service can only run costing in
the current period or in the period immediately
prior to the current period.
April is open, March is open, but manufacturing
journals have already been prepared or posted
in April.
No.
You should run costing manually to ensure
that costs are generated as you expect.
April is closed, March is open, and February is
closed.
Yes.
Costing is run for March, provided that no
manufacturing journals have been prepared or
posted in April.
Scenario Can I use the Costing Service?
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Password
– Specify the password associated with the user ID.
Database
– Specify the database on which to run the service.
4
Click
Sign In
. The name and description of the service is displayed.
5
Specify this information:
Site ID
– Specify the ID of the site where you want to run costing with the service.
Log File Directory
– Specify where to store the log file for the service.
Polling Interval
– Specify how frequently the service should check for updates. The maximum
value is 900 seconds.
Log Level
– Specify the level of information to write to the log file. Click one of these options:
None
– To write the time the service started, click this option. This option is recommended for
normal production environments.
Error
– To write the time the service started and any error messages, click this option.
Info
– To write to the time the service started, error messages, and additional information
about the service, click this option. The use of this option is recommended only if you are
troubleshooting issues with the service. When you use this option, the size of the log file
grows quickly.
The log file's name is VMCSTSVC_[Your Site Name].log. The size of the log file is limited to 1 MB.
When the log file approaches 1 MB, the log is renamed to VMCSTSVC_[Your Site
Name]_[Current date time].log, and a new VMCSTSVC_[Your Site Name].log is created.
6
Click
Install Service
.
7
To start the service now, click
Yes
. To start the service later, click
No
. If you click No, you can start
the service in the Windows control panel.
8
To install the service for another site, repeat steps 5 through 7. Repeat these steps for each site
where you want to run costing with the service.
Scheduling the Costing Service
After you install the Costing Service, specify when the Costing Service should be prompted to run
costing for a site.
You can set up different schedules for transaction costing and journal preparation. For example, you
can schedule the Costing Service to run transaction costing daily and prepare manufacturing journals
weekly.
To schedule the Costing Service:
1
Select
Eng/Mfg
,
Costing Utilities
.
2
In the site ID field, select the site where you will run costing utilities with the service. Make sure
you select a site for which you have installed the Costing Service.
3
Select
File
,
Costing Service Schedule
. The ID of the site you selected is displayed in the title bar
of the dialog.
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4
Specify when the service is active. Specify this information:
Start Date
– Specify the date that the service should start checking to see if costing needs to be
run. Leave this field blank or specify today’s date if you do not want to delay the start of the
service.
End Date
– Specify the last date that the service should check to see if costing needs to be run.
Leave this field blank if you do not want to set up an expiration date for the service.
Enabled
– To use the service with the selected site, select this check box. To stop using the
service, clear this check box.
5
In the Run Type section, weekly is selected. You cannot change this selection. This selection
indicates that the service should check for updates only on the days and times you specify.
6
In the Transaction Costing section, specify the settings to use when the service runs transaction
costing. Specify this information:
Receipt Transaction Costing
To update your work order receipt costs with the most up-to-date
receipt transaction data, select this check box. Actual cost transactions are updated for Closed
orders and partial receipts are updated based upon WIP costing method.
Standard Costs are used to determine Finished Goods Variances.
Inventory Transaction Costing
– To update your inventory costs with your most up-to-date
receipt transaction data, select this check box. If you use the Standard costing method, this option
is not displayed.
Assume that operations and materials are closed if work order is closed
– To automatically
close any operations and materials on a closed work order during the costing run, select this
check box. To retain the current status of any operation and material cards on a closed work
order, clear this check box.
7
Specify when to run transaction costing. Specif this information:
Days of Week
– In the Days of Week section under the Transaction Costing section, specify on
which days to run transaction costing with the service.
Run At
– Specify the times of day that the service should check to see if transaction costing
should be run. The times you specify apply to all days that you run the service for transaction
costing. You can run the service up to 6 times a day. If you select a day in the Days of Week
section but leave all Run At fields blank, then the service is run at 12:00 AM on the days you
selected.
8
In the Journal Preparation section, use the check boxes to specify which journals to prepare when
the service runs costing. Then, specify when to prepare the journals. Specify this information:
Days of Week
– In the Days of Week section under the Journal Preparation section, specify on
which days to prepare journals using the service.
Run At
– Specify the times of day that the service should check to see if journals need to be
prepared. The times you specify apply to all days that you run the service for journal preparation.
You can run the service up to 6 times a day. If you select a day in the Days of Week section but
leave all Run At fields blank, then the service is run at 12:00 AM on the days you selected.
9
Click
Save
.
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Deactivating the Costing Service Schedule for a Site
To deactivate the service schedule for a particular site:
1
Select
Eng/Mfg
,
Costing Utilities.
2
In the site ID field, select the site where you will run costing utilities with the service. Make sure
you select a site for which you have installed the Costing Service.
3
Select
File
,
Costing Service Schedule
. The ID of the site you selected is displayed in the title bar
of the dialog.
4
Clear the
Enabled
check box.
5
Click
Save
.
Deleting the Costing Service Schedule for a Site
You can delete the service schedule for a site without removing the Costing Service.
To delete a Costing Service schedule:
1
Select
Eng/Mfg
,
Costing Utilities.
2
In the site ID field, select the site where you will run costing utilities with the service. Make sure
you select a site for which you have installed the Costing Service.
3
Select
File
,
Costing Service Schedule
. The ID of the site you selected is displayed in the title bar
of the dialog.
4
Click
Delete
.
5
Click
Close
. Do not click Save before you click Close. If you click Save before you click Close, the
service schedule is recreated.
Removing the Costing Service
To remove the service for a site:
1
In your VISUAL executables directory, locate VMCSTSVC.EXE.
2
Right-click VMCSTSVC.EXE and select
Run as Administrator
. The Sign In dialog is displayed.
3
Specify this information:
User ID
Specify the user ID that the service uses to sign into the VISUAL database. This can be
any valid VISUAL user ID.
Password
– Specify the password associated with the user ID.
Database
– Specify the database on which to run the service.
4
Click
Sign In
.
5
In the Site ID field, specify the ID of the site where you no longer want to run the Costing Service.
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6
Click
Remove Service
.
WIP / Costing – Table Related Discussion
Every transaction in VISUAL affects one or more database tables. Some database tables hold detail
transaction records from original sources of entry, for example, purchases, inventory transactions,
labor tickets, payable entries. Other database tables record and hold summary information for other
programs as well as reports to use as a feed of information. Summary database tables reduce the
amount of work the system needs to do to produce accounting entries as well as provide report
information. Because the same data is written in various forms to various tables in the database, it is
important to keep these tables synchronized.
There are basically three kinds of database tables used to track costing related information—the
bridge between manufacturing and financials.
Transaction Tables
– Transaction tables hold transaction level information. These tables form the
underlying cost information that the costing utilities use to populate the other tables it needs to keep
track of WIP details, G/L postings and WIP balances.
Hosting Tables
– VISUAL stores all of your debit and credits in hosting tables.
Summary Tables
Summary tables record and hold summary information for other programs as well
as reports to use as a feed of information.
Table A:
Layer Inv.
Parts
On
Hand
# of Layers In
Inv. Bal.
WIP
Balan
ce
Invent
ory
Balanc
e
Txn
#
# Type In Out
1 1 P/O Receipt 50 50 50 @ 2.00 = 100.00 100
2 2 P/O Receipt
10
0
150
100 @ 2.50 =
250.00
350
3 1
1Issue 75 units
to a WO
50 0 50 @ 2.00 = 100.00 162.5 187.5
2 25 75 25 @ 2.50 = 62.50
4 2
Beginning
Balance
75 (One FIFO Layer) 187.5
3 P/O Receipt
10
0
100
100 @ 2.60 =
260.00
447.5
5
Beginning
Balance
175 (Two FIFO Layers) 447.5
4 Issue Return
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Table B:
(Ave. txn #3) 10 185 10 @ 2.167 = 21.67
140.8
3
469.17
6
Beginning
Balance
185 (Three FIFO Layers)
140.8
3
469.17
2
Issue 180 units
to a W/O
75 0 75 @ 2.50 = 187.50
458.3
3
3
Issue 180 units
to a W/O
10
0
0
100 @ 2.60 =
260.00
4
Issue 180 units
to a W/O
5 5 5 @ 2.167 = 10.83
7
Beginning
Balance
5 (One FIFO Layer)
599.1
6
10.84
5
WIP Issue
Return
10
0
75
65 @ 2.167 =
140.85
115 35 @ 2.546 = 89.11
(per unit cost =
2.299)
8
Beginning
Balance
105
(2 FIFO Layers
remain)
547.8
2
240.8
5 @ 2.168 = 10.84
100 @ 2.2996 =
229.96
Transaction Type Normal Return/Correction
Debit Credit Debit Credit
Adjustment Inventory Adjustments Adjustments Inventory
Transfer (In) No Entry No Entry
Transfer (Out) No Entry No Entry
P/O Receipts
(Parts and Service) Inventory
Purchase
Accrual
Purchase
Accrual
Inventory
Layer Inv.
Parts
On
Hand
# of Layers In
Inv. Bal.
WIP
Balan
ce
Invent
ory
Balanc
e
Txn
#
# Type In Out
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Multi-Currency in Costing
VISUAL supports a wide range of Multi-Currency features. VISUAL determines and converts
historical balances for tracking currency accounts based on either the exchange rate when the
transaction originated or the system date when the transaction originated, depending upon your
selection in Accounting Entity Maintenance. VISUAL revalues account balances to reflect the
appropriate values for System and Tracking currencies whereby every transaction balances in
system, and transaction currency to the current rate.
Accounts Payable
(Direct)
Work-in-
Process
Accounts
Payable
Accounts
Payable
Work-in-
Process
W/O Receipts Inventory
Work-in-
Process
Work-in-
Process
Inventory
Inventory Issue
Work-in-
Process
Inventory Inventory
Work-in-
Process
Services
Work-in-
Process
Purchase
Accrual
Purchase
Accrual
Work-in-
Process
Labor
Work-in-
Process
Direct labor Direct labor
Work-in-
Process
Burden
Work-in-
Process
Applied
Overhead
Applied
Overhead
Work-in-
Process
Indirect Labor Indirect Labor Direct labor Direct labor Indirect Labor
Shipments (2 parts)
Linked Orders
Transfer to Finished
Goods
Inventory
Work-in-
Process
Work-in-
Process
Inventory
Transfer to Cost of
Sales
Cost of Good
Sold
Inventory Inventory
Cost of Good
Sold
Shipments Finished
Goods
Shipment Cost of Sales Inventory
Return (RMA) Inventory Cost of Sales
Transaction Type Normal Return/Correction
Debit Credit Debit Credit
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Tracking costs of materials by currency is provided by the tracking currency feature. Because the
material cost is quantitative it is processed at it’s historical value. You can run costing utilities as often
as needed (perhaps daily) for purposes of applying Labor and Burden. All Labor and Burden (indirect)
costs use the rate in existence based on the transaction date or system date as defined in Accounting
Entity Maintenance.
Cost Movements
VISUAL accumulates the appropriate currency values from Inventory or Service Charges and
Estimated Bookings to calculate material costs. Each quantitative cost is tracked at its historical
currency rate / value at the time of transaction entry to a work order based on the exchange rate
dates for applying the exchange rate as set in Accounting Entity Maintenance.
Inventory Valuation
VISUAL values inventory using the FIFO (First In, First Out) method. The FIFO method of inventory
valuation assigns cost to inventory in cost layers. Each addition (purchase, inventory receipt, or
adjust-in) adds a new cost layer. Each subtraction (issue, sale, or adjust-out) removes one or more
cost layers. For every tracking currency held by the database, VISUAL records and tracks all cost
movements through the manufacturing process, from inventory through to cost of goods sold.
There are two types of FIFO layers held within the system. First, raw material inventory contains
layers via purchases from a supplier or they can be created when an issue return is created from
work-in-process back to inventory (in the case of an over issue). Second, work-in-process can also
contain FIFO layers where multiple inventory issues for the same part on a work order is contained in
work-in-process.
Included below are examples to depict transaction flows in an actual cost database. In a standard
cost database all inventory transactions are performed at the standard rate and therefore their
computed issue costs carry the same value as the FIFO inventory layers.
FIFO Layers from Purchases
Every receipt of raw material inventory or finished goods inventory (a distinction is not made) is
assigned a per unit price value. Raw material inventory FIFO layers are created when a purchase is
received into inventory. The cost of the purchased inventory is derived by the number of units
received times the per unit cost as identified on the purchase order. This value also represents the
purchase order accrual value. Tracking currency values are assigned based on the receipt date or
system date as designated in Accounting Entity Maintenance. Each purchase creates a unique layer
of inventory, which is displayed by the inventory valuation report.
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FIFO Layers from Issue Returns
Issue returns (parts issued to a work order returned to inventory) also create a FIFO layer. When
parts are issued to a work order their costs are added to work-in-process based on the raw material
FIFO layer they originated from. If the issue to WIP is derived from more than one layer then the costs
of all the layers issued to fulfill the requirement are combined together to create a single WIP issue
layer. Any subsequent issue of the same part to a work order creates an additional WIP issue layer. If
a part on the work order is returned to inventory from work-in-process, a new cost layer is created
with the layers value being derived from the WIP issue layers currently residing on the work order. If
there is only one issue of a particular part for the work order the cost is straightforward. It being, the
average unit cost (by combining original FIFO layers) times the number of units returned to inventory.
When there is more than one raw material inventory “issue” to a work order the costs are returned
from the WIP issue layers in FIFO order.
FIFO Layers from Receipts and/or Adjust-In
A receipt of inventory (finished goods) from a work order can also cause FIFO layers in inventory to
occur. The cost of the inventory layer is derived from the average unit cost on the work order times
the number of units. If the receipt closes the work order (complete receipts) the entire cost of the work
order at the time of the receipt is the value of the FIFO layer.
Adjustments into inventory create a separate cost layer in inventory for the per unit cost assigned
during inventory transaction entry. If no cost is assigned at that time, the cost is derived by the unit
cost as set on the part master file when you run costing utilities.
Multi-Currency System Cost Flow
Inventory Transactions
There are eight classes of inventory transactions. Each of these transactions either move goods in or
out of inventory or transfers between inventory locations, therefore making 16 possible transaction
types. Most transactions affecting inventory, with the exception of transfers, either adds or removes
costs from inventory. All movements applied are based on historical currency levels.
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Basic Transaction Types
P/O Receipts
P/O Receipts are purchased items received into stock. When you receive P/Os you assign them to an
inventory warehouse location. The number of units purchased as well as the cost of the purchased
part(s) become a new cost layer of raw materials inventory. When the PO Receipt is received into
inventory, the entry is booked to a purchase accrual, as a credit with the offsetting debit to Inventory.
You can assign purchase inventory parts directly to a work order. When you receive these parts you
book to raw materials inventory and immediately issue to the corresponding work order. The
inventory transaction entry report depicts this process. Purchased parts that are purchased on behalf
of an existing work order are given the same treatment as inventory issues when received into the
warehouse. The only time these costs become a FIFO layer is if they are received into inventory
through an inventory issue return.
Accrual amounts on Purchase Order Receipt transactions are set in all currencies defined as tracking
based on the exchange rate in effect and results from the exchange rate date setting defined in
Accounting Entity Maintenance.
Services
In the same manner as purchased parts, service transactions entered as a work order can be
purchased directly from the Manufacturing Window using the Costing Utilities function.
In purchasing, the Service Receipts Accrual account is debited with a credit to the PO Accrual
account. In the WIP Journal, the WIP Service account is debited and the Service Receipts Accrual
account is credited.
Inventory Issue / Issue Returns
Inventory issues are transactions that assign raw material inventory to a specific work order.
Inventory issues normally cause the reduction of one or more inventory layer(s). These costs become
the basis of the material costs assigned to WIP. Inventory issue transactions are prepared by costing
utilities to debit WIP and credit Inventory.
Issue returns are inventory parts sent back to the warehouse. Issue returns would most likely result
from over issues or raw materials to a work order. The costing utility feature accounts for these costs
with a credit to raw materials inventory and a debit to WIP. All movements applied are based on
historical currency levels.
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Accounts Payable
You can directly assign costs through accounts payable for items that did not go through the normal
purchasing process. Link these costs to the work order in the Invoice Entry window. You are required
to enter the GL code to cost the items. The GL Account assigned to an account payable invoice linked
directly to a work order is treated as a clearing account. Costing utilities posts an offset entry to the
GL account and applies the transaction value to WIP.
Currency overrides are based on the receipt exchange rate date as set in Accounting Entity
Maintenance.
Warehouse Transfers
The cost implication, such as the treatment of warehouse transfers, are dependent on the setting
applied for the FIFO method in Accounting Entity Maintenance. If the FIFO method option is set to
track “by part transfers” from one location to another it does not have any cost implications. Inventory
transaction entry records the movement (without cost implication) to the new location. If the FIFO
method to track “by part location” is set VISUAL records cost movements between locations. All
movements applied are based on historical currency levels.
Inventory Adjustments In / Out
Inventory adjustments usually originate from physical inventory counts. Typically, companies take
physical counts to keep perpetual records in line with actual inventory on hand. Discrepancies
between the actual inventory on hand and the perpetual records requires an adjustment, either in or
out. If an adjustment-in is required VISUAL costs this adjustment as a new cost layer. Adjustments-
out removes costs from an existing cost layer or potentially removes an entire cost layer from
Inventory. When entering adjustments through Inventory Transaction Entry, you are required to
assign a G/L Account for the other side of the transaction. VISUAL knows raw materials inventory will
be either debited or credited (depending on the adjustment type). You need to define the GL offset
account to apply to the other side of the transaction. All movements applied are based on historical
currency levels.
Direct Labor / Burden
Labor charges are applied directly to the labor ticket during Labor Ticket Entry either through bar
coding or by entering via a computer terminal. All costs for setup and run times are recorded in WIP
when you run Costing Utilities. VISUAL records the entry to direct labor in WIP as a debit to Work-in-
Process Labor and a credit to Direct Payroll Manufacturing.
Burden (overhead) represents costs associated with the cost of manufacturing without the capability
of identifying the costs to specific operations or jobs in WIP at any one point in time. For example,
rent, utilities, general plant maintenance, and depreciation are costs that every manufacturing
environment incurs but are not attributable to specific jobs in WIP.
Preparing Manufacturing Journals
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Costing provides the ability to set burden rates to capture these costs and allocate them to jobs that
flow through WIP. You can also apply burden to raw materials inventory as well as to specific
operations used in the manufacturing process. Burden rates applied to raw materials inventory on the
part master file will cause burden to be charged each time that the part is issued to a work order.
Burden costs assigned operations are applied to WIP at the time of Labor Ticket Entry.
The settings assigned on the resource in Shop Resource Maintenance are the burden costs applied
during Labor Ticket Entry. The burden rate is derived either from the operation set in Shop Resource
Maintenance or from the operation on the bill of materials. The determination of whether costs are
extended from the resource or the work order depends on the Burden Basis setting as defined in
Accounting Entity Maintenance. If the option is set to determine by resource burden, then VISUAL
looks to the settings as defined in the Resource ID of Resource Maintenance to determine the proper
amount of burden to apply. If the option is set to determine by operation burden, then the amounts
applied on the work order are used to determine the amount of burden.
Indirect Labor
Indirect labor is applied in the same manner as direct labor. The only difference is the transaction type
is set to Indirect as opposed to setup or run through the Labor Ticket Entry window. Indirect labor is
not charged to specific jobs. Costs associated with indirect labor are reclassed from manufacturing
payroll to the appropriate manufacturing indirect Labor G/L Accounts.
Shipments (Sales)
When you ship customer orders, work-in-process inventory costs flow through to Cost of Sales in the
general ledger in two distinct offsetting entries. The first entry reclassifies work-in-process costs to
finished goods inventory. The second entry records the transfer of finished goods inventory to Cost of
Sales to properly match costs with revenue as required by generally accepted accounting principles.
The exchange rate is based on the shipping date, or the date of invoice generation as defined in
Accounting Entity Maintenance.
Tracking Currency Conversion Utility
Infor Global Solutions, Inc. has a built-in Tracking Currency Conversion Utility routine that is designed
specifically to take the historical information based on the proper exchange rates in existence at the
time of the transaction and then to convert it to create transaction detail and summary balance
information. You can also assign appropriate individuals with the power to purge the tracking currency
records at your request.
Preparing Manufacturing Journals
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Adjusting Inventory Transactions
In order to set the proper value, all inventory transactions must be adjusted by a conversion
(exchange) rate. This value equates to the inventory balance. You can enter inventory adjustment
transactions to:
Adjust by zero quantity.
Set values (except system) by currency. This option is secured by SYSADM. Set the value once
and let the system take over from there properly maintaining the values.
VISUAL records the adjustment as a normal inventory transaction.
Adjusting General Journal Entries
General Journal Entries is accomplished by adjusting the inventory valuation with the inventory
balance reports and reconciling your work-in-process accounts to properly reflect the balance by
tracking currencies on the General Ledger.
If you need to manipulate currency values, you can post a zero value to general journal transactions
and posts like any other journal entry.
Be CAREFUL, as these types of adjustments are very dangerous because they allow for the
manipulation of currency data that would not be supported by an exchange rate. VISUAL has secured
this functionality to component level security (managers, controllers, etc.) because of the
ramifications.
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What are Costing Tools/Audits?
Detail transactions provide the basis from which summary data is formed and occurs for all
transactions and balances. Cost Accounting is a very crucial area for manufacturing concerns.
Companies need to know manufacturing data is reflected in the VISUAL accounting system. There
are times when this data can get out of sequence due to system failures. In order to keep the integrity
of cost data, you can use Costing Tools to correct instances where summary records are not
supported by detail transactions.
Use Costing Tools to visually compare detail transaction records with their corresponding summary
records. You also have the ability to correct them immediately or set them to correct the next time you
run costing utilities. After you run Costing Utilities, VISUAL records any necessary entries or fixes, to
properly reflect the manufacturing accounting data in the financial system.
The Costing Tools option is located on the Admin menu. The program option is secured by read/write
access as well as program component security. To access program security SYSADM access is
required.
Data Inconsistencies
In today’s computing environment, sophisticated applications must include tools available to users
(through the guidance of technical support) to assist in the maintenance and upkeep of database
information. Typically these tools allow for the detection and correction (if appropriate) of data
inconsistencies.
Inconsistencies are defined in the dictionary as follows:
not in agreement, not in harmony, incompatible,
not uniform; self contradictory,
not holding to the same principles or practice
In a business environment this definition can be specifically applied to transactions (transaction
inconsistencies) or it can be applied in a general sense to expected results in the data (data
inconsistencies).
Therefore, when discussing inconsistencies we cover the spectrum of data inconsistencies to
transaction inconsistencies. Data inconsistencies result when transaction values are expected to be
picked up in one period but are actually calculated into another. Transaction inconsistencies occur
where accumulated transaction sub-totals do not support the summation of detail transaction entries.
Typically, transaction inconsistencies occur as a result of a system crash during an update stage.
When a transaction is entered into the system it usually causes another record to be to updated or
added to the system. VISUAL stores “summary” records, dependent on detail transaction records. If a
system crash occurs during a summary record update, database inconsistencies are quite likely to
occur as well. Costing Tools can check for these inconsistencies and make appropriate modifications.
To understand data inconsistencies, and how transactions expected in one period can show up in
another, you must first understand how costing accumulates and processes information. Typically,
Costing Utilities assign transactions to the period in which the transaction date falls, as established in
application global. This, however, is not consistent when transactions dated with a prior month
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transaction date (intended for the prior month) are picked up in the costing run for the current month.
This may occur when the costing utilities feature is executed for the current month without having
been run for the prior month. If a situation occurs where costs are posted to one period when they
were expected to be closed to a different period, costing tools can be used to affect the proper
change in accounting. Technical support can assist in this matter.
Costing Tools/Audit Overview
VISUAL provides several recalculate functions to change transaction data within the database. These
Recalculate options are available:
Recalculate Distributions
Recalculate Standard Costs
Recalculate WIP Balances
Recalculate Inventory Balances
The analysis reports provide a means to track the manipulated transaction data. These reports are
available:
Cost of Goods Analysis
Cost Distribution Analysis
P/O Accrual Analysis
Journal Prep Analysis
FIFO Analysis
Costing Tools
Costing Tools tracks and tallies various types of inventory transactions; either to a work order or to
raw materials inventory (purchase or transfer), applied labor & burden, and/or indirect labor. All costs
are prepared for journal entry through the Costing Utilities function. It is imperative that the links
between the transaction held in the transaction tables, the related distribution tables, and the Work-in-
process Issue & Detail tables always support one another and more importantly tie out.
The necessary checks are performed based on your selections and notes any discrepancy in the
Remarks column. Using the Costing Tools window, you can find your discrepancies, fix them in the
appropriate places, and ensure that your Manufacturing costs are kept in sync with your supporting
General Ledger entries.
Purchases Adjustments
WIP Indirect Labor
Finished Goods WIP Balance
Shipments
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Using Costing Tools
To analyze your costs:
1
From the Admin menu, select the
Costing Tools
option.
2
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site that contains
the costs to check. If you are licensed to use a single site, this field is unavailable.
3
Click the
Cost to Check
arrow and select the cost to check for inconsistencies from the list.
You can select:
Purchases
– Costing tools check purchase order lines against the appropriate detail and
distribution (posted) transactions. Any discrepancies between the detail and posted transaction
totals are identified by a note in the Remarks field; furthermore, the values in the rows do not
match.
WIP
– Every transaction assigned to a work order enters and flows through the WIP tables.
Costing Tools reconcile the WIP transactions to the records that provide the links to the necessary
transaction tables, work orders and ultimately the GL Posting table.
Finished Goods
– Finished goods result from either work order receipts or shipments of work
orders to customers.
When parts assigned to a work order are received into inventory (Finished Goods), the number of
units and cost of the work order is assigned a FIFO layer in inventory. The costs associated with
the work order are removed from WIP and classified to Inventory. When goods are shipped (if
they are attached to a work order), VISUAL, through the Costing Utilities, first removes the cost
from WIP and books the costs to inventory. Second, VISUAL, through the Costing Utilities,
immediately removes this cost from inventory and books it to Cost of Goods Sold/Manufactured. If
the goods are in inventory (finished goods) VISUAL removes the cost of the FIFO layer(s) to the
Cost of Goods Sold/Manufactured.
Shipments
– Shipment transactions are related to customer orders. The transaction entries
prepared by Costing Utilities and/or posted by Post Manufacturing Journals depend on whether
the transactions are linked customer-to- work order(s) or simply shipments for inventory.
If the shipments are for customer orders linked to one or more work orders, VISUAL closes the
work order and transfers all costs to inventory. Subsequently the costs of the work order (now in
inventory) are transferred to Cost of Goods Sold/Manufactured.
If a shipment is for inventory (customer orders not linked to one or more work orders), Costing
Utilities remove costs from inventory and posts them directly to the Cost of Goods Sold/
Manufactured.
Customer orders also affect costing. As mentioned in the Finished Goods section, the shipment of
customer orders may potentially affect full shipment status, thereby affecting the cost of open
work orders in WIP. Shipments of customer orders or inventory ultimately remove costs from
inventory and reclassify them to Cost of Sales.
Adjustments
– Adjustments relate to inventory corrections resulting from inconsistencies
between the perpetual inventory records and actual quantities held in inventory. Each adjustment
either adds an inventory cost layer (FIFO) to inventory or subsequently removes costs from one
or more layers.
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Indirect Labor
– Indirect labor consists of labor transactions that cannot be directly linked to
specific work orders, yet are an essential component in the overall manufacturing process.
VISUAL assumes that all labor is booked to a general payroll account. As direct and indirect labor
are applied, these costs are removed from the general payroll account and booked to either WIP,
Indirect Labor, or Cost of Sales. These transactions are entered into VISUAL through the labor
ticket entry window; the only difference is that you must set the transaction type on the labor ticket
to Indirect as opposed to Setup or Run.
WIP Balance
– The WIP Balance account supports WIP distribution table records. If any
corrections are required for any of the other transaction types, WIP Balance checks for database
inconsistencies.
Note:
The table columns change depending on which cost you select to check.
4
In the Selection section, select the range of costs to include.
For Purchases and Shipments, enter the starting and ending Order IDs.
For WIP, Finished Goods, and WIP Balances, enter the starting and ending Base IDs.
For Adjustments and Indirect Labor, enter the starting and ending Trans IDs.
5
To run this cost analysis for a different posting date than the current one, click the posting Date
calendar button and select the date.
Note:
You cannot run costing analysis for closed or invalid posting dates.
6
In the
Options
section, select the type of costs to display in the table.
You can select:
Transactions
,
Detail
,
Balance
, and
Burden
. As you select or clear check boxes,
columns appear or disappear in the table.
7
To process only differences between the transaction value and posted value, select the
Exceptions Only
check box in the Options section and enter the filter criteria:
Plus/Minus %
– If the difference between the transaction value and the posted value is greater
than the allowed
Plus/Minus %
and the posting candidate flag is set to N, the transaction appears
as an exception in the table.
For example, if a transaction worth $1.00 has a posted value of $1.11 and the Plus/Minus Percent
is set to 10% the transaction appears in the table because the allowable 10% of $1.00 is less than
the difference of $0.11. If a transaction worth $1.00 has a posted value of $1.09 and the Plus/
Minus Percent is set to 10% the transaction will not appear in the table because the difference
$0.09 is less than the allowed difference of $0.10.
Plus/Minus Amount
– If the difference between the transaction value and the posted value is
greater than the allowed
Plus/Minus Amount
and the posting candidate flag is set to N, the
transaction appears as an exception in the table.
Note:
You can leave either field blank and filter on % or Amount. If you enter values in both fields,
VISUAL filters differences based on it being an OR operator.
8
Click the
Run
toolbar button.
When processing is finished, the relevant information appears in the table.
9
To mark a found discrepancy so that VISUAL stops reprocessing the record, click the
Set Posting
Candidate
toolbar button.
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A Y appears in the row header.
10
To save any changes you have made to posting candidates, click the
Save
toolbar button.
11
When you have finished analysis your costs, select the
Exit
option on the File menu.
Printing Costing Reports
There are several reports you can print or view from within the Costing Tools window:
Cost of Goods Analysis
The Cost of Goods Analysis report provides a means to analyze your cost
of goods sold by customer order.
Cost Distribution Analysis
Use the Cost Distribution Analysis report to show how costs for a given
item were issued at FIFO or how costs were distributed due to links between the Work Order
requirement and the Purchase Order, or the Work Order and Customer Order in the case of a buy /
resell part or manufactured part.
P/O/Accrual Analysis
– Use the P/O Accrual Analysis report to review purchase order receipts
against the amount invoiced against those receipts.
Journal Preparation Analysis
– The Journal Preparation Analysis report examines each purchase
order, work order, sales order, adjustment, and indirect labor ticket and attempts to determine if the
item’s current value, based on its inventory transactions, labor tickets, service receipts, direct
invoices, etc., is equal to the value posted to the general ledger.
Project Summary Analysis (only if you are licensed to use Projects/A&D)
FIFO/Average Costing Analysis
– Use this report to analyze FIFO Distributions for transactions
within a specified range.
You can output all costing reports to:
Print
– To send the report to your printer, select the
Print
option.
View
– To view the report using the report viewer, select the
View
option.
File
– To send the report to text file, select the
File
option. VISUAL prepares your report as a CSV file
and a dialog box appears prompting you to enter the location and file name for the file to be saved.
E-mail
– To prepare the report and attach it to an email, select the
E-mail
option. VISUAL prepares
the report as an RTF file and attaches it to a Microsoft Outlook email message. For information on
addressing and sending the email message, refer to your Microsoft Outlook user documentation.
Click the
Send
button when you are ready to send the message.
To attach a PDF (Portable Document Format) file to your email instead of a RTF file, select the
PDF
Format
check box.
Printing Cost of Goods Sold Analysis Reports
The Cost Of Goods Sold Analysis report provides a means to analyze your cost of goods sold by
customer order.
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1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to view in the
report. If you are licensed to use a single site, this field is unavailable.
2
Select the
Print Cost of Goods Analysis...
option from the File menu.
3
Enter the end date of the accounting period.
You can enter any date and VISUAL automatically determines the end date of the period in which
the date you entered falls.
4
To limit the orders included in the report, enter the starting and ending Order IDs. The IDs you
specify are included in the report, along with any IDs that fall alphabetically between the two IDs
you specify.
5
Select the type of report to run. You can select:
Analysis Report
– Select the Analysis report to compare cost of quantity received to the cost of
quantity shipped and posted to cost of goods sold. For each customer order, the report lists the
Part ID shipped, the costed and shipped quantity by work order, and their values. The values on
this report are the actuals from the work orders. With actual costing, work order costs can be
affected across several periods, this report shows you a total cost by month for the last four
months.
This report has an option to print for exceptions only, based on parameters you supply. By clicking
on the
Exceptions Only
check box, you can specify a Plus/Minus % deviation and / or a Plus/
Minus Amount deviation. This is a useful tool to help determine if there are any missing
transactions or costing information.
For example, if you received an order to inventory for $1000.00 and the shipment (issue) is
valued at $1000.00; however, the Cost of Goods Sold value is $200.00, this indicates that the
Shipments Journal needs to be run to capture the $800.00 to Cost of Goods Sold.
Margin Report
Select the Margin report to view the margin earned on that product by customer
order and line item shipped. Information in the report includes ship quantity, revenue, actual cost,
margin, estimated cost and a variance between estimated and actual cost. For each customer
order, this report also shows you a total revenue versus total actual costs and total revenue
versus estimated costs and the respective margins. Use this tool to highlight where costs have
deviated from estimate and which work orders may need to be reviewed.
The option available for this report is to print all orders that affect Cost of Goods Sold for that
period or only those orders shipped during that select period. Orders shipped in a previous period
may affect Cost of Goods Sold in the current period due to changes to the order shipped such as
posting of Accounts Payable Invoices or edits to Labor Tickets.
6
If you selected the Margin type report, and want only orders you have shipped for the period you
specified, select the
Shipped This Period Only
check box.
7
To process only differences between the transaction value and posted value, select the
Exceptions Only
check box in the Options section and enter the filter criteria.
8
To include only the transactions you shipped for the current period, select the
Shipped This
Period
check box.
9
Click the print option arrow and select the print output option to use.
10
Click
Print
.
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Printing Cost Distribution Analysis Reports
Use the Cost Distribution Analysis report to show how costs for a given item were issued at FIFO or
how costs were distributed due to links between the Work Order requirement and the Purchase
Order, or the Work Order and Customer Order in the case of a buy / resell part or manufactured part.
This report shows the Out Transaction ID (issue a shipment) and the associated In Transaction IDs
(Purchase Order receipts or Work Order receipts) from which the issue received its costs. The total
dollar value of the issue should be equal to the total dollar value of all receipts consumed by the
issue. Use this report to determine and/or analyze any cost inconsistencies in a part’s inventory
valuation. The ability to search for a Plus/Minus cost% or a Plus/Minus cost amount can be
performed.
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to view in the
report. If you are licensed to use a single site, this field is unavailable.
2
Select the
Print Cost Distribution Analysis...
option from the File menu.
3
In the Starting and Ending Part ID fields, enter the starting and ending Part IDs for the range of
parts to include in this report. To include all of your parts, leave these fields enpty.
4
In the Transaction Starting and Ending dates field, enter the appropriate dates. for the range of
transactions to include in this report.
5
To process only differences between the transaction value and posted value, select the
Exceptions Only
check box in the Options section and enter the filter criteria.
6
Click the print option arrow and select the print output option.
7
Click
Print
.
Printing P/O Accrual Analysis Reports
Use the P/O Accrual Analysis report to review purchase order receipts against the amount invoiced
against those receipts. VISUAL automatically accrues purchase orders that have been received by
debiting the account on the purchase order and crediting the purchase accrual account from the
interface table. To create this accrual, VISUAL uses the value from the purchase order. When the
invoice is entered and matched to the receiver, the accrual is effectively moved to the accounts
payable with any difference in amounts booked to the proper accounts.
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to view in the
report. If you are licensed to use a single site, this field is unavailable.
2
Select the
Print P/O Accrual Analysis...
option from the File menu.
3
Enter the Received From and Received Thru dates.
4
Enter the Purchase Order ID.
5
Select the receiver option to use for this report:
Show All Receivers
– To include All of your receivers, select this option.
Received, Not Invoiced Only
– To include costs you have received but Not invoiced, select this
option.
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Incorrectly Matched Amounts Only
To process only differences between the transaction value
and posted value, select the
Incorrectly Matched Amounts Only
option. You can also set the
limitations for the mismatched records by entering Plus/Minus % and Amount values.
6
Click the print option arrow and select the print output option.
7
Click
Print
.
Printing Journal Preparation Analysis Reports
The Journal Analysis report examines each purchase order, work order, sales order, adjustment and
indirect labor ticket, and attempts to determine if the item’s current value, based on its inventory
transactions, labor tickets, service receipts, direct invoices, etc., is equal to the value posted to the
general ledger.
You can run this report for a range of orders or transactions for the selected journal type, or for all
orders or transactions for that journal. It can also be run for exceptions only. You can define the
exceptions parameters in the Plus/Minus % and or the Plus/Minus Amounts fields.
This tells VISUAL that any transaction that is not equal should be reevaluated with the next run of the
Costing Utilities Receipt Transaction and Inventory Transaction costing functions.
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to view in the
report. If you are licensed to use a single site, this field is unavailable.
2
Select the
Print Journal Preparation Analysis...
option from the File menu.
3
Enter the Starting and Ending IDs for the report.
4
In the Type section select the type of journal to prepare.
5
To reevaluate any transactions that are not equal with the next run of the Costing Utilities Receipt
Transaction and Inventory Transaction costing functions, select the
Mark as Posting Candidate
check box.
6
To process only differences between the transaction value and posted value, select the
Exceptions Only
check box in the Options section and enter the filter criteria.
7
Click the print option arrow and select the print output option.
8
Click
Print
.
Printing FIFO Analysis Reports
Use this report to analyze FIFO Distributions for transactions within a specified range.
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to view in the
report. If you are licensed to use a single site, this field is unavailable.
2
Select the
Print FIFO Distributions Analysis...
option from the File menu.
3
Enter the Starting and Ending Part IDs for the report.
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Note:
Because you database may contain many parts and transactions, you may want to filter
your transactions by date.
4
To filter this report, enter a date in the
Transactions Dated On or After
field.
5
Click the print option arrow and select the print output option.
6
Click
Print
.
Recalculating Balances & Costs
Recalculating Distributions
The Recalculate distribution function corrects transactions that have not been costed correctly. This
function reexamines, for the selected part(s) and date(s), the receipts and related issues of that part.
If any discrepancies in quantity or cost are found, those transactions are flagged as posting
candidates and re-costed with the next run of the Costing Utilities. There is no report that prints with
this function.
To recalculate balances:
1
If you are licensed to use multiple sites, click the SIte ID arrow and select the site for which you
are recalculating distributions. If you are licensed to use a single site, this field is unavailable.
2
Click the
Recalculate Distributions
toolbar button.
3
To recalculate distributions for a range of Part IDs, select the
Recalculate Distributions for a
Range of Part IDs
option and enter the Starting and Ending Part IDs in the Starting and Ending ID
fields.
4
To filter the transactions that are processed, click the calendar button and select the Process
Transactions date on which you want the report to start.
5
Select the recalculation method to use:
Recalculate Distributions
– VISUAL recalculates the cost of out transactions based on existing
transaction links.
Reset P/O Receipts from Matched Invoices
– VISUAL recalculates the cost of in transactions
from related A/P invoices. VISUAL also updates any linked out transactions.
Force FIFO Re-evaluation
– VISUAL breaks existing FIFO links and calculates new FIFO links.
Purchases to and shipments from WIP are not affected.
6
Click
Start
.
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Recalculating Standard Costs
The Recalculate Standard Costs function updates the standard costs of selected parts using the
average of receipt costs for a given period.
For example, Part A may have a standard cost of $.50, which you defined in Part Maintenance. If you
have been receiving Part A with costs between $.65 and $.99 for the past three months, you may
want to use the Recalculate Standard Costs function to update the standard cost for Part A.
To recalculate standard costs:
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site for which you
are recalculating distributions. If you are licensed to use a single site, this field is unavailable.
2
Click the
Recalculate Standard Costs
toolbar button.
A list of your parts appears in the Recalculate Standard Costs dialog box.
3
Select a part for which you want to recalculate the standard cost. You can select multiple parts
using the SHIFT and CTRL keys.
You can click the
Select All
button to select all of the parts.
To search for a part:
a
Click
Search
.
b
Enter the search criteria and press the ENTER key.
Only the parts matching the criteria you entered appear in the table.
Note:
You can use standard search language. For more information, refer to the “Concepts and
Common Features” chapter.
4
To filter costs by the date on which you received them, click the appropriate calendar buttons and
enter the Start and End Dates of the receipt period.
VISUAL uses the receipts of the chosen part during this time period to recalculate the part’s
standard cost.
If VISUAL does not encounter any receipts within the specified range and you want to use the
latest receipt of the part for the recalculation, select the
Use the Latest Receipt if No Receipts
Occurred in this Date Range
check box.
5
To process only differences between the transaction value and posted value, select the
Exceptions Only
check box in the Options section and enter the filter criteria.
6
Click the
Recalc Selected Parts
button.
A progress dialog appears as VISUAL recalculates the standard costs for the parts you selected.
The new costs appear in the New Unit Cost column and on what VISUAL bases those costs
appears in the New Cost Based On column.
A check mark appear in the row header indicating the changes that will occur to the costs in your
database.
7
Click
Save
.
VISUAL saves the recalculated costs to your database.
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Exporting the Recalculate Standard Costs table to Microsoft Excel
You can export the contents of the table in the Recalculate Standard Costs dialog to Microsoft Excel.
Click the
Send to Microsoft Excel
button.
Recalculating Inventory Balances or WIP Balances
It may become necessary to recalculate inventory balances presented by the Inventory Balances
Report for a specific financial period. You can recalculate the inventory balances of any period. It is
available from the File menu of Costing Utility. To recalculate the inventory balance, the period must
be open and the period must be fully costed. The Inventory Balance recalculation does NOT create
posting candidates.
When upgrading it is imperative to run the Recalculate Inventory Balances for the Post MFG Audit
and the Recalculate WIP Balances reports, and you must ensure that they are accurate. These
options must be run for the current open period. The application is not designed to recalculate history
on a period-by-period basis. In the future, you can use these reports on a period basis for month-end
reporting.
To recalculate inventory or WIP balances:
1
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site for which you
are recalculating balances. If you are licensed to use a single site, this field is unavailable.
2
Click the
Recalculate WIP Balances
or
Recalculate Inventory Balances
toolbar button.
3
Enter the Starting and Ending IDs to use for the range of this recalculation.
4
Click the Posting Date calendar button and select the posting period for which you want to
recalculate balances.
5
Click
Start
.
6
When VISUAL has finished, the balances dialog box closes.
Document Maintenance
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Chapter 6: Document Maintenance
This chapter includes this information:
Topic Page
What is Document Maintenance?................................................................................................... 6–2
Opening the Document Maintenance Window ............................................................................... 6–4
Maintaining Document Folders ....................................................................................................... 6–5
Maintaining Default Reference Types ............................................................................................. 6–6
Adding Documents ......................................................................................................................... 6–9
Copying and Moving Documents.................................................................................................. 6–13
Referencing Documents ............................................................................................................... 6–15
What is Document Maintenance?
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What is Document Maintenance?
Sometimes you may have a single document that you associate with several items. For other
documents, you may want to associate several documents to one item. Use Document Maintenance
to associate your documents with records in VISUAL.
By having a single window in which you can set up all of your documents and using a reference from
the appropriate areas in VISUAL, you can better manage your documentation.
Planning Document Storage
Documents can be stored in centralized directories by reference type, site, entity, tenant, or globally.
Use the Document Folder feature to designate the storage folder for documents at each level. See
“Maintaining Document Folders” on page 6-5.
If you set up specific directories for sites and reference types, we recommend that you use drag-and-
drop to add new documents and use the Document ID browse in the Document Reference dialog to
attach existing documents to records. This prevents you from accidentally overriding the site and
reference type checks that are in place when you: add new documents using drag-and-drop or attach
existing documents using Document ID browse in the Document Reference dialog.
This table describes how to achieve centralized directories for each level:
Document Storage
Level
How to store a document at this storage level
Reference Type
For directories by reference type, specify a directory unique for each site or
tenant reference type such as,
C:\Infor\VISUAL\Docs\SiteABC\ReferenceType1 and
C:\Infor\VISUAL\Docs\SiteABC\ReferenceType2.
Site
For a site-level directory not subdivided by reference type, specify the
same directory for all of the site’s reference types.
Entity
For an entity-level folder structure not subdivided by site, specify the same
directories for all of the entity's child sites. You can still use reference types.
For example, you could create a directory called
C:\Infor\VISUAL\Attachments\EntityA\APInvoices and assign the directory
to the AP Invoice reference type in each of the entity's child sites.
Tenant
For tenant-level folders, specify ** Tenant ** in the Site ID field. You can
specify which sites have access to tenant-level documents on a document-
by-document basis.
Global
For a global document folder, create a folder and then specify it in the
Global Document Path.
What is Document Maintenance?
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Referencing Documents at the Tenant-level and the Site-
level
When you attach documents in maintenance windows, the level of the maintenance window must
match the level of the document. For example, Vendor Maintenance is a tenant-level application,
because you cannot specify a site. If you attach an existing document to a Vendor Maintenance
record, you can only attach tenant-level documents. While you can use Document Maintenance to
create a site-specific vendor document, you cannot use this document in Vendor Maintenance. Site-
specific documents can only be used in site-specific maintenance windows such as WIP
Maintenance.
Similarly, when you create a new document attachment through a maintenance window, the level of
the new document matches the level of the maintenance window. For example, if you create a new
document in Purchase Order Entry, the document is created in the site that you selected in the
purchase order header. If you create a new document in Customer Maintenance, the document is
created at the tenant level.
Many of the document reference-enabled windows allow document creation at the site level. This
table shows the windows where tenant level documents and document references are made:
Windows Tenant-Level
Customer
Maintenance
Tenant
Vendor Maintenance Tenant
Opening the Document Maintenance Window
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Opening the Document Maintenance Window
Select
Admin
,
Document Maintenance
.
Setting Up Document Categories
Use Document Categories to specify what type of document you are entering. For example, to
reference Material Specification Documents, you could enter a category named Material Specs.
To set up document categories:
1
Click the
Document Category
button on the toolbar.
2
Click
Insert
.
The next available row appears highlighted and the cursor appears in the ID column
3
Enter a suitable identification for this category.
4
Press the TAB key and enter a description for this category.
5
Click
Save
.
6
Click
Close
.
Maintaining Document Folders
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Maintaining Document Folders
Use document folders to manage where your documents are stored. You can set up document folders
in a variety of ways. See “Planning Document Storage” on page 6-2.
Document file paths can be up to 255 characters long, except for the Global Document path which is
up to 128 characters long.
To maintain document folders:
1
In the Document Maintenance window, select Maintain, Document Folders.
2
Specify the Global Document Path by either clicking on the browse folder button, or manually
typing the global document path.
If paths by Site and Reference Type are not specified, the Global Document Path is the default
path for storing documents.
3
To set up paths for site-level documents, select the site from the Site ID drop-down list. To set up
paths for tenant-level documents, select ** Tenant ** from the Site ID drop-down list. If you are
licensed to use a single-site, this field is unavailable.
4
Click the Insert Row toolbar button.
5
Click in the Reference Type column of the new row and select from the Reference Type drop-
down list.
6
Click in the Path column of the new row and either manually type the reference type’s document
path, or double-click the Path column’s directory browse button and select the path.
7
Click Save to set the default file path for your selected Site and Reference Type combination.
Maintaining Default Reference Types
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Maintaining Default Reference Types
Use default reference types to define how your documents are stored.
When a user drags-and-drops a new document onto a program’s main window or a Document
Reference dialog, these settings determine the default reference type. For example, if you specify
Customer as the default reference type for Customer Order documents, then new documents that are
drag-and-dropped onto the Customer Order Entry window have a Customer reference type. You can
change the reference for new dragged-and-dropped documents in the Document Reference dialog or
in the New Document dialog. The General reference type is used when no default reference type
exists.
To maintain default reference types:
1
In the Document Maintenance window, select Maintain, Default Reference Types.
2
In the Site ID field, specify the site where you are setting up default reference types. Select
**
Tenant **
to set up default references for tenant-level documents. If you are licensed to use a
single-site, this field is unavailable.
3
Click the Insert Row toolbar button.
4
Click in the Document Type column of the new row and select the Document Type from the drop-
down list.
5
Click in the Default Reference Type column of the new row and select the Default Reference
Type from the drop-down list.
This table lists what Reference types are available based on the selected Document Type:
Document Type Default Reference Type
AP Invoice
AP Invoice
General
Vendor
AR Invoice
AR Invoice
Customer
General
Cash Application
AR Invoice
General
Customer
Customer
General
Customer Order
Customer
Customer Order
General
Engineering Change Notice
Engineering Change Notice
General
Maintaining Default Reference Types
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Estimating
Customer
Estimating
General
General Journal
General
General Journal
Operation
General
Operation
Shop Resource
Work Order
Part
General
Part
Project (Only available when you are
licensed for a project database.)
General
Project
Purchase Contract
General
Purchase Contract
Purchase Order
General
Purchase Order
Vendor
Receiver (Used when adding documents in
Purchase Receipt Entry and Receiving
Inspection)
General
Purchase Order
Receiver
Vendor
Requisition
General
Requisition
Vendor
RFQ
General
RFQ
RMA
Customer
General
RMA
Service
General
Service
Document Type Default Reference Type
Maintaining Default Reference Types
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6
Click Save.
Shipper
Customer
General
Shipper
Shop Resource
General
Shop Resource
Trace
General
Trace
Vendor
General
Vendor
Work Order
General
Part
Work Order
Document Type Default Reference Type
Adding Documents
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Adding Documents
You can add documents by specifying a file location (for example, c:/Infor ERP VISUAL Enterprise/
Part123Schematic.doc) or a URL address (for example, file://///mycompanyserver/
Part123schematic.doc). Using a URL address can be helpful if you share documents with Microsoft
Sharepoint or other similar document sharing systems.
If you add documents with a URL address, you cannot print the document using the print associated
documents feature found in applications such as Customer Order Entry, Print Work Order Travellers,
Customer Maintenance, Part Maintenance, and Vendor Maintenance. If you would like to be able to
print the documents that you associate with records in these applications, specify a file location
instead of a URL.
The system does not validate the existence of the URL you provide. Make sure you enter the URL
correctly.
For physical file locations, you can specify a default Global Document Path for the file location in
Document Folder Maintenance. You can also specify a file location based on Site ID and Reference
Type.
Adding a Document
To add a document:
1
In the Document Maintenance window, use the Site ID field to specify where the document can be
used. To use the document in a particular site, select the site from the drop-down list. To use this
document at the tenant level, select ** Tenant ** from the drop-down list. When you add a
document at the tenant level, the document is available to all sites by default. If you are licensed
to use a single site, this field is unavailable.
2
Click the
Reference Type
arrow and select the type of document from the list. You cannot remove
or add Reference Types from the drop-down list. General is the default reference type.
By selecting an appropriate reference type, you can control the documents that appear in the
various windows and thereby limit the documents from which your users can select. For example,
if you select Part for all of your part documents and your user is referencing a document in the
Part Maintenance window, that user will only be able to select a part document. You can reference
General type documents from within any module.
You can select AP Invoice, AR Invoice, Customer, Customer Order, Email Attachments,
Engineering Change Notice, Estimating, General, General Journal, Operation, Part, Project,
Purchase Contract, Purchase Order, Receiver, RFQ, RMA, Requisition, Service, Shipper, Shop
Resource, Trace, Vendor, Work Order, or Work Flow.
After you select a reference type, the Document Path field is updated. If a path is specified for the
reference type and site in the Document Path Maintenance dialog, then that path is displayed in
the Document Path field. If a path has not been specified for the reference type and site, then the
global document path is displayed. If the global document path has not been specified, then the
directory where you store your VISUAL executables is displayed.
3
To add the document, perform one of these actions:
Adding Documents
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Drag-and-drop the document onto the Document Maintenance window. The document is
copied into the directory that is displayed in the Document Path field.
Click the Document Path field button and navigate to the file. Click Open. The document is
stored in the directory to which you navigated. It is not copied to any default directories that
you have set up.
Specify a URL in the Document Path field. When you specify a URL with a valid protocol, the
system selects the URL check box. The system recognizes these protocols:
http://
https://
file:// – Use this protocol to reference a file on Microsoft Sharepoint only.
file:///// – Use this protocol to reference a file on a web server.
The system inserts the name of the file in the Document ID field.
4
In the Description field, specify a description for this document.
5
Click the
Document Category
drop-down button and select the category from the list.
6
If this document is under ECN Revision Control, select the
ECN Rev Control
check box, which
also deactivates the Stage and Revision fields. If the document is not under ECN Revision
Control, you can specify a stage and revision level for the document.
7
To allow the emailing of this document to customers or vendors, select the
Allow Emailing
check
box.
8
Click
Save
on the toolbar.
After you save the document, you can click the Document Link field to open the document. If you
provided a URL with the http:// or https:// protocol, the system opens the document in a web browser.
If you provided a URL with the file:// or file:///// protocol, the system opens the document in the
application in which it was created. If you provided a physical document location, the system also
opens the document in the application in which it was created.
Setting Allowable Sites for Tenant Documents
When you create a tenant-level document, the document is made available to all sites by default. Use
the Allowable Sites dialog to specify which sites can use a tenant-level document.
To set allowable sites for tenant level documents:
1
In the Document Maintenance window, select Tenant as the Site ID.
2
Click the Document ID browse button and select a document from the list.
3
Select Maintain, Allowable Sites. Your allowable sites are displayed.
4
To allow the document to be used in a site, select the check box in the Allowable column. To
prevent the document from being used in a site, clear the Allowable check box.
5
Click Save.
Adding Documents
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Editing Document References
You can edit your document references without having to make the changes everywhere you have
used that reference. For example, if you have widely used a material spec and you change the
location on the document to which the specification refers, make a single change in the Document
Maintenance window instead of changing the reference everywhere you have used it.
To edit document references:
1
In the Document Maintenance window, select the site where the document is used. Select
**
Tenant **
to edit a tenant-level reference.
If you select a site in the Site ID field, documents that belong to the site are displayed in the
Documents browse. Tenant-level documents are also displayed if the site is allowed to use them.
2
Make changes.
You can change the selected site only if there are no references to the document, or if the
document is a tenant document that only references one site and you are selecting that site.
You can change unreferenced documents from site level to tenant level, or tenant level to site
level. If you change a document from site to tenant level the document is added to all allowable
sites.
3
Click
Save
on the toolbar.
Viewing Where Documents are Used
After you have used Document References in various modules, you can use the Where Used function
to view a list of where you have used a particular document reference.
To view a where used list:
1
In the Document Maintenance window, select the document reference to view.
2
From the Info menu, select the
Where Used
option.
Note:
If you have a large list of documents and you want to view a particular reference, click the
Search button and enter the appropriate information.
3
When you have finished, click
Close
Deleting Document References
Note:
After you have used document references, you cannot delete the reference from the Document
Maintenance window without first removing the reference from records.
To delete document references.
1
Open the Document Maintenance window.
2
Click the
Document ID
button and select the reference to delete.
Adding Documents
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3
Click the
Delete
button on the toolbar.
You are prompted to confirm the deletion of the reference.
4
Click
Yes
.
The document reference is removed from your database.
If a reference to the document exists, you are prompted that you cannot delete the reference.
Click
OK
and remove the reference before continuing.
Copying and Moving Documents
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Copying and Moving Documents
Use the Copy/Move Documents window to copy or move documents from one folder to another. You
can keep or delete the original documents.
To copy and move documents:
1
In the Document Maintenance window, select Maintain, Copy/Move Documents.
2
Specify the New Path for all Copied Documents by either clicking the browse folder button, or
manually typing the path.
The selected files will be copied to the path specified.
3
By default, all documents are displayed. To filter the documents in the table, specify information in
these fields:
Site ID - To view documents created for a particular site, select that site from the Site ID list. To
view documents created at the tenant level, select ** Tenant **. To view the documents created
for all sites including the tenant, select **All**.
Reference Type - To view documents with a particular reference type, select that type from the
list. To view the documents created for all reference types, select **All**.
4
Select these check boxes as is appropriate for each document record:
Copy to New Path
– Select this check box to copy the selected document from the original path
to the new path. To copy all documents to the new path, click the Copy Select All button.
Delete from Original Path - Select this check box to delete the document from the original path
after it has been copied. Clear this check box if you want to retain a copy of the document at its
original path after a copy has been created at the new path. This check box can only be used if
the Copy to New Path check box is selected. To select this check box for all documents that you
are copying to a new path, click the Delete Select All button
5
Click Save. For the documents that you copied, the Original Path column is updated with the file
path that you specified in the New Path for all Copied Documents field.
Printing Document Listings
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Printing Document Listings
The Document Listing Report lists documents on a site and reference type basis.
To print a list of your documents:
1
From the Document Maintenance window, click
Print
on the toolbar.
2
To view documents added to a particular site, select the site from Site ID drop-down list. To view
documents added at the tenant level, select ** Tenant ** from the Site ID drop-down list. To view
all documents, select ** All **.
Note: If you select a site, the report shows only documents specifically added to the site. It does
not show tenant level documents that the are allowed to be used in the site.
3
Click
Starting Doc ID
and select the document with which to start this report.
4
Click
Ending Doc ID
and select the document with which to end this report.
5
To limit this report based on Reference Types, select each reference type to include in the report.
Note:
As you select each reference type, it appears highlighted. To clear a selection, click it a
second time.
6
In the Sequence section, select the sort order for the report.
You can select
Document ID
or
Reference Type
.
7
Click the
Print To
arrow and select the output for the report.
Select
Print
to send this report to your printer.
Select
View
to view the report on your screen.
Select
File
to copy this report to a comma-delimited file. You are prompted for a file name.
Select
E-mail
to send a copy of this report to an email recipient. If you select to email the report,
an rtf (rich text format) file is created and attached to a Microsoft Outlook email. If you selected
the
PDF Format
check box, a PDF is created and attached to the email
8
To print a list of only the documents you have used for references, select the
Print Linked
References
check box.
9
Click
OK
.
Referencing Documents
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Referencing Documents
You can make as many references to as many documents as you need. Referencing also allows you
to make changes in one place instead of making many of the same changes in different places.
You can create documents or reference existing documents in applications. The application
determines the type of document that you can create or reference. For example, in Customer
Maintenance you can create or reference documents with the type of Customer or General. You
cannot create or reference documents with the type of Part.
This table shows the applications where you can create or reference documents, the document types
that you can create or reference, and whether documents can be attached to the header, line, or both:
Application Document Types Attachment Level
A/P Invoice Entry
A/P Invoice
General
Vendor
Header and Line
A/R Invoice Entry
A/R Invoice
Customer
General
Header and Line
Cash Application
A/R Invoice
Customer
General
Line
Collections Window
A/R Invoice
General
Line
Customer Maintenance
Customer
General
Header
Customer Order Entry
Customer
Customer Order
General
Header and Line
Engineering Change Notices
Entry
Engineering Change Notice
General
Header and Line
Estimating Window
Customer
Estimating
General
Header and Line
General Journal Entry
General
General Journal
Header and Line
Manufacturing Window -
Header card
General
Part
Work Order
Header
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Manufacturing Window -
Operation Card
General
Operation
Service
Shop Resource
Work Order
Header
Manufacturing Window -
Material Requirement Card
General
Part
Work Order
Header
Order Management Window
Customer
Customer Order
General
Header and Line
Outside Service Maintenance
General
Service
Header
Part Maintenance
General
Part
Header
Part Trace Maintenance
General
Trace
Line
Payment Entry
A/P Invoice
General
Vendor
Line
Progress Billing Entry
Customer
Customer Order
General
Header and Line
Project Billing Entry
Customer
Customer Order
General
Header and Line
Project Maintenance
General
Project
Header
Project Window - Header Card
General
Part
Work Order
Header
Application Document Types Attachment Level
Referencing Documents
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Referencing Existing Documents
To reference a document:
Project Window - WBS Task
Card
General
Operation
Service
Shop Resource
Work Order
Header
Project Window - Leg/Detail
General
Part
Work Order
Header
Purchase Order Entry
General
Purchase Order
Vendor
Header and Line
Purchase Receipt Entry
General
Purchase Order
Receiver
Vendor
Header and Line
Purchase Requisition Entry
General
Requisition
Vendor
Header and Line
Receiving Inspection
General
Purchase Order
Receiver
Vendor
Receiver Lines in Inspection
RMA Entry
General
RMA
Header and Lines
Vendor Maintenance
General
Vendor
Header
Vendor RFQ Entry
General
RFQ
Header and Line
WIP Maintenance
A/P Invoice
General
Header
Application Document Types Attachment Level
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1
Open the appropriate program.
For example, if you are adding document references to a part, open the Part Maintenance
window.
2
Select the item to which you are adding document references.
Using the part example, select the appropriate part in the Part Maintenance window.
Note: If the Site ID is Tenant in the Part Maintenance window, the Document Reference option is
not available.
In some cases, such as the Customer Maintenance window, there may not be a Site ID value, in
which case ** Tenant ** is displayed in the Document Reference dialog. If this is the case, then
the document reference becomes a tenant-level document for multi-site databases, or the one
available Site ID for single-site databases.
3
Open the Document Reference dialog. You can open the dialog by:
Clicking the Documents toolbar button to attach a document to the record. If the record has a
table, you can attach a document to an individual line by selecting the line and clicking the
Line Documents toolbar button.
Selecting Edit, Document Reference to attach a document to the record. If the record has a
table, you can attach a document to an individual line by selecting the line, then selecting
Edit, Line Document Reference.
For Customer Maintenance, Part Maintenance, Part Trace Maintenance, and Vendor
Maintenance, selecting Maintain, Document Reference.
For the Manufacturing Window, in the Header Card, click the Doc Ref button. In all other
cards, select Edit, Document Reference.
For Customer Inquiry or Vendor Inquiry, selecting Info, Document Reference or Info,
Document Line Reference.
4
Click
Insert
.
5
Specify a Document ID by performing one of these actions:
Clicking the Document ID browse button and select a document from the list.
A list of valid document attachments is displayed. The list is filtered to display documents that
have a valid reference type for the current application. If you are working in a tenant-level
application, the list is filtered to show tenant-level documents. If you are working in a site-level
application, the list is filtered to show site-level documents and tenant-level documents that
the site is allowed to use. Select the All Reference Types check box to display all of the
reference types for your selected site-level or tenant-level.
Specifying the Document ID directly in the Document ID column. If you specify a Document ID
that is not the correct type of document reference, you are notified that the document cannot
be added due to its type or that it cannot find the Document ID. If you specify a Document ID
that does not exist, then you are prompted to create the document. See “Creating Document
References in Maintenance Windows” on page 6-21.
6
Click
Save
.
Referencing Documents
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Manually Inserting a New Document in the Document
Reference Dialog
Use this procedure to manually create a document reference. To create a reference by dragging-and-
dropping a document onto the Document Reference dialog, see "Using Drag-and-Drop to Associate
Documents" on page 6–20 in this guide. To create a reference by dragging-and-dropping a document
onto a maintenance window, see "Dragging and Dropping Documents onto Maintenance Windows"
on page 6–21 in this guide.
To create a new document reference:
1
From the Document Reference dialog, click the
Insert
button.
2
Type a new Document ID in the Document ID field.
3
Press
Tab
.
4
The system asks if you would like to create a new document. Click
Yes
.
5
The Document ID that you specified in the Document ID field is displayed.
In the Site ID field, the site where you are adding the document is displayed. If you accessed the
Document Reference dialog from a tenant-level application, then the document is added at the
tenant level. ** Tenant ** is displayed in the Site ID field.
Specify this information:
Description
– Specify a description of the Document ID.
Reference Type
– Click the arrow and select the type of document. This limits the applications
where you can use the document. Select General to make the document available in all
applications that allow document references.
Document Category
– Click the arrow and select the category for the document.
URL
– If the document path is a URL, select the URL button. When you select the URL button,
the system deactivates the Document Path browse button.
Document Path
– If the document is a URL, specify the URL in the Document Path field. If the
document is not a URL, click the browse button and navigate to the path of the document.
6
Click
Save
. If the document meets one of these criteria, a message is displayed:
The document does not exist in the designated Document Path. In the message, click Ok and
then specify the correct Document Path.
The Document ID that you specified does not match the document name. In the message,
click Yes to update the Document ID that you specified with the name of the document that
you are attaching. Click No to specify a different document path.
7
Optionally, open the new Document ID in Document Maintenance to assign Stage and Revision
information or to select it for ECN Revision control.
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Using Drag-and-Drop to Associate Documents
Use this functionality to create a new document or new document reference in the Document
Reference table.
To use drag-and-drop:
1
Access the Document Reference dialog. See “Referencing Documents” on page 6-15.
2
Open Windows Explorer or Microsoft Outlook to locate the document you want to add as a
reference.
3
Select the file to add as a reference, drag the file to the Document Reference table, and release
the mouse button to drop the file on the table.
When you drop a file on the table one of these messages may be displayed:
Message dialog indicating that links to the files you dragged will be created.To create a copy
of the file in the assigned directory, click Yes. If you do not want to create the document
reference, click No.If you click Yes, the information is added to the table.
Note: The copied document is referenced, and not the original file. Additionally, a copy of a
dragged email or email attachment is stored in the user's local configuration directory or the
Start in directory listed in the client icon properties.
Message dialog indicating that the document already exists in another site. To make the
document available to other sites, click Yes. The site-level document becomes a tenant-level
document that is located in the original site directory. If you do not want to create the
document reference for other sites, click No.
Message dialog indicating that the document has an apostrophe in the name and cannot be
copied. Click Ok.
Message dialog indicating that the document cannot be copied because it is locked by an
active ECN (Engineering Change Notice). Click Ok.
Message dialog indicating that you must correct the Site ID or the Reference Type. You can
do this by either changing the Site ID to Tenant, or by adding the Site ID to the allowed sites
for the Tenant, or correcting the reference type.
If the document already exists in the file path specified in the Document File Path column,
specify the action to take:
Copy and Replace – Replace the existing document with a copy of the document being
dragged and dropped.
Don’t copy – No document copy will occur and the document path will remain
unchanged. The file currently in the destination folder will be attached.
Copy, but keep both files – The file currently in the destination folder will be renamed to
<document_name(#)>.
Copy, but rename the file and Document ID to
– The file that you are attaching and the
document ID is updated to the name that you specify.
Do this for all conflicts - Select this check box to apply your selected copy option to all
similar copy issues. This check box is only displayed when multiple documents are begin
dragged and dropped.
4
Optionally, specify a description and change the reference type. Click Save.
Referencing Documents
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Creating Document References in Maintenance Windows
Dragged-and-dropped documents are stored based on this storage hierarchy. If a directory exists for
tenant, site, or reference type documents, the document is stored there. If no such directory exists
then the document is stored in the global document path as defined in the Document Folder
Maintenance window. If folders do not exist at either of those storage hierarchy levels, then the
documents are stored in the VISUAL executable directory.
You can add a document reference to a maintenance window by:
Dragging and dropping the document onto one of these maintenance windows: Customer
Maintenance, Part Maintenance, Vendor Maintenance or WIP Maintenance.
Dragging and dropping the document onto a maintenance window’s Document Reference dialog.
Specifying a new Document ID in a maintenance window’s Document Reference dialog.
Dragging and Dropping Documents onto Maintenance Windows
You can create document references to maintenance windows using the drag-and-drop method.
The document level, site-level or tenant-level, is determined by the window onto which you are
dragging and dropping the document. The document’s reference type is determined by the settings
specified in the Document Maintenance window’s Default Reference Type Maintenance dialog. The
document’s path is determined by the settings specified in the Document Maintenance window’s
Document Folder Maintenance dialog.
Dragging and dropping a new document is different than adding an existing document as a new
reference for a record. New documents are created based on their default reference type. You can
override the reference type default in the New Document dialog. New documents are assigned to a
site or tenant; the site when it is specified in the maintenance window, or the tenant when the site is
not specified in the maintenance window. Adding an existing document as a new reference for a
record differs from adding a new document. An existing document must have a valid reference type
for the application, which may differ from the default, and it must also be valid for the site or tenant
specified in the maintenance window.
To drag-and-drop documents onto maintenance windows:
1
Access the maintenance window to which you are creating the referenced document.
2
Select the item. For example in Part Maintenance select the part.
3
Locate the document you want referenced in the maintenance window.
4
Click and hold the mouse button down to select the document, drag the mouse onto the
maintenance window, and then release the mouse button to create a reference to the document.
One of these dialogs is displayed:
If the document has not yet been created as a reference and does not exist in the file location
defined for the document type, a dialog is displayed that lists the number of documents and
document references that will be created. Click Yes to create the document and reference.
Note: A copy of a dragged email or email attachment is stored in the user's local configuration
directory or the Start in directory listed in the client icon properties.
Referencing Documents
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If the document exists in the file location defined for the document type, a dialog is displayed
that lists copy options. Click one of these options, and then click
Ok
:
Copy and Replace – Replace the existing document with a copy of the document being
dragged and dropped.
Don’t copy – No document copy will occur and the document path will remain
unchanged. The file currently in the destination folder will be attached.
Copy, but keep both files – The file currently in the destination folder will be renamed to
<document_name(#)>.
Copy, but rename the file and Document ID to
– The file that you are attaching and the
document ID is updated to the name that you specify.
Do this for all conflicts - Select this check box to apply your selected copy option to all
similar copy issues. This check box is only displayed when multiple documents are begin
dragged and dropped.
5
If the document is not yet a document reference, the New Document dialog is displayed. Specify
this information:
Description
– Specify a description of the Document ID.
Reference Type
– Click the arrow and select the type of document. This limits the applications
where you can use the document. Select General to make the document available in all
applications that allow document references.
Document Category
– Click the arrow and select the category for the document.
URL
– If the document path is a URL, select the URL button. When you select the URL button,
the system deactivates the Document Path browse button.
6
Click Save.
Viewing Attached Documents
The Documents button on the toolbar indicates whether documents are attached to the record.
– No documents are attached.
– Documents are attached.
To view an attached document, click the Documents toolbar button and double-click the document to
view it.
You can view documents in any application where you can attach them.
You can view existing document attachments in these applications, but you cannot add new
attachments:
Customer Inquiry
Material Planning Window
Vendor Inquiry
Message Maintenance
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Chapter 7: Message Maintenance
This chapter includes this information:
Topic Page
What is Message Maintenance?..................................................................................................... 7–2
Setting Events................................................................................................................................. 7–2
Setting Event Detection Preferences.............................................................................................. 7–6
Processing Events .......................................................................................................................... 7–7
What is Message Maintenance?
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What is Message Maintenance?
Use Message Maintenance to create and maintain records of specific events and to notify you when
the event has occurred. Messages can be sent in these ways:
Pop up messages that appear on your computer screen
Email to specified people
Printed notification to your printer
SQL statements and queries
This feature is helpful to:
Track certain events over a period of time
Receive immediate notification when an event has occurred.
Setting Events
An event is a point in time at which a specified action occurs to a database record. Use Message
Maintenance to specify the event to track and to formulate the message sent when the event occurs.
For example, you can receive an alert when the status of a customer order changes. You can set up
and change how the event is processed.
To set up events:
1
Select
Admin
,
Message Maintenance
.
2
Specify the event information:
ID
– Specify a unique numeric identifier for this event.
Class
The class is the event that triggers the message. Click the
Class
arrow and select one of
these options:
Status change
– The status value of the record has changed. For example, a customer order
has changed from Firm to Released.
Line item change
– Information on a line item of the document has changed.
Operation change
– Information on an operation of a work order or master has changed.
Requirement change
– Information on a requirement of a work order or master has changed.
Update
– An update of an existing record has occurred.
Insert
– A new record has been created.
Delete
– An existing record has been deleted.
Query
– The event is based on a user-defined query.
Deadline Event
– The event is based on a user-defined query executed on a specific date.
Recurring Event
– The event is based on a user-defined query executed on a specific date
and then once a day from that time onwards.
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Action
– Click the
Action
arrow and select the action taken when the event is triggered. Select
one of these actions:
E-mail
– An email is sent to the specified recipients.
Hold
– The event is held for manual processing. You can use process these events in the
Process Events dialog box.
Print
– A message is sent to the printer specified to the printer set up as the recipient.
Popup
– A pop-up message is displayed on the specified recipient’s screen.
Execute
– A query defined in the Message tab is executed.
Status
– Click the
Status
arrow and select the status for the event. Select one of these statuses:
Active
– This event is active. When the event is triggered, the action specified in the Action
field occurs.
Completed
The event meets the conditions you specify in the Frequency section, but it has
not processed.
Suspend
– The event is temporarily suspended, preventing the event from being triggered.
Canceled
– The event no longer occurs. Use this status as an alternative to deleting the
event. If you select the Canceled status instead of deleting the event, a record of the event is
retained.
3
Specify Document information:
Type
– Click the
Type
arrow and select the type of record to monitor.
You can select these types:
Base
,
Lot
, &
Split IDs
– To track changes to a specific record, specify the record ID. For
engineering masters, quote masters, and work orders only, enter a Lot ID and a Split ID in the Lot
ID and Split ID fields. For all other record types, specify the ID in the Base ID field.
4
In the Frequency section, specify the number of times the event should be processed. Click one
of these options:
Permanent
– Click this option to process the event each time it is triggered.
Repeat xx Times
– Click this option to process the event a specified number of times. Enter a
value in the Times field.
All A/R Invoice
Customer Order A/P Invoice
Purchase Order Quotation
Work Order Part
Engineering Master Unplanned Maintenance
Shipment Engineering Change
Receipt Requisition
Service Dispatch
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Do Until xx
– Select this option to process the event each time it is triggered until the specified
date. Specify the date in the Date field.
Do On
– If you selected Deadline Event or Recurring Event in the Class field, the Do On option is
displayed and selected. Specify the date of the deadline or the date the recurring event occurs.
5
Specify the delivery details for the message. Specify this information:
Sender
– Specify the user who sends the message. The current user’s ID is inserted by default.
Recipient
– Specify the mail recipient who is to receive the message. You can click the Browse
button to the right of the field to select a user from your mail application. To send this email to
multiple addresses, separate each name with a semicolon.
If you selected Print in the Action field, click the Browse button to select the printer where the
message is sent.
Subject
Specify the subject of the message. This appears on the pop up, eemailmail message,
or printed document. This field is optional.
6
Click the
Message
tab and enter a descriptive message for the triggered event.
If you are including a database query in the Query tab, use placeholders to specify where the data
from the database should display in the message. For most data, use %1 for the first placeholder,
%2 for the second placeholder, and so on. For binary data, use %L1, %L2, and so on. Typically,
fields that accommodate a large amount of text, such as notations and specifications, are binary
data.
7
Click the
Query
tab and enter a valid SQL query that you can use as a triggering test.
8
Click the
Tokens
tab and enter a query that fills in the placeholder tokens that may appear in the
descriptive messages.
You can use these Tokens:
%TRIGGER_DATE
– Date event was triggered.
%TRIGGER_DATETIME
– Date and time the event was triggered.
% TRIGGER_TIME
– Time the event was triggered.
%USER
– User ID that triggered the event.
%ID
– Document ID that triggered the event.
%TYPE
– Document type that triggered the event.
%BASE_ID
– Document base ID that triggered the event.
%LOT_ID
– Document lot ID that triggered the event.
%SPLIT_ID
– Document split ID that triggered the event.
%EVMNT
– Event ID that was triggered.
9
Click the
Save
toolbar button.
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Event Samples
These samples show how to use the Message, Query, and Tokens tabs to write messages that
include information from the database.
Creating a Message with Database Information
This example creates a message with database information when a new customer order has been
created. Specify Insert in the Class field and Customer Order in the Class field. Set up the remainder
of the event trigger as you see fit.
Enter this text in the Message tab:
A new customer order %ID Customer ID %1 PO# %2 Ship Date %3 has been
created. Please have it shipped.
Enter this text in the Query tab:
select customer_id, customer_po_ref, desired_ship_date from
customer_order where ID=%ID
Enter this text in the Tokens tab:
%ID
In the Message tab, the %ID indicates that the %ID token is used in the message. If you use a token
in the message, you must list it in the Token tab.
The %1, %2, and %3 in the message are the placeholders for the three pieces of information you are
extracting from the database with the query in the Query tab.
The results output may look like this:
A new customer order 1234 Customer ID 4567 Ship Date 06/03/2001 has been created. Please
have it shipped.
Creating Deadline Recurring Events
This example creates an event with a deadline.
1
Specify this information from the Message Maintenance window:
Class:
Deadline event
Action:
Popup
Status:
Active
Type:
Customer order
Base ID:
CO-001
2
Enter a deadline date in the Do On field.
3
In the Message Tab enter:
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Customer order %ID Desired ship date %1 needs immediate attention as of
%2.
4
In the Query Tab enter:
select id from customer_order where id=%BASE_ID
and status not in(‘C’,’X’)
and desired_ship_date<=SYSDATE INTO %BASE_ID
5
In the Tokens Tab enter:
select desired_ship_date,SYSDATETIME from customer_order
where id=%BASE_ID
6
Click
Save
.
7
Create order CO-001 in Customer Order Entry with the Desired ship date set to the deadline date
you entered in the Message Maintenance window.
Enter any part, quantity, vendor, and price.
8
Save the customer order.
9
In the Message Maintenance window, click the
Process Events
toolbar button.
10
In the Process Events dialog box, Click the
Generate Deadline/Recurring Events
button.
The message is generated. If the system date is after the desired ship date, the message is
generated every time you sign in.
Setting Event Detection Preferences
Use the Preferences dialog to specify how events are detected.
1
Select
Options
,
Preferences
.
2
To specify which tab is displayed when you access Message Maintenance, click the
Default Tab
arrow and select the tab.
3
Click an event detection option:
Process detected events
– Click this option to process messages when they are triggered.
Place detected events on hold
– Click this option to hold messages when they are triggered.
You can process the messages at a later time.
Disable event processing
– Click this option to diable event processing.
4
In the Minutes field, specify how often to check for new events.
5
Select these options:
Combine Messages if More Than
– Select this check box to combine messages. Messages are
not sent until the specified number of messages have been generated.
Eliminate Duplicates Created Within
– Select the check box to remove duplicate messages if
they are created within a specified amount of time. Enter the number of minutes in the field.
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This is helpful if you make several changes to a document and save after each change. If you
select this option, only one message is sent for the changes instead of one message for each
change.
Limit Processing Time Slice to
– The system processes as many events as possible within the
time limits you set in the field. The remaining events remain in the queue until the next time
VISUAL checks for detected events.
6
Click
Ok
.
Processing Events
All message events are shown in the Process Events dialog box. From this dialog box, you can
delete, print, and mail event messages.
Manually Processing Events
You can manually process events that have not yet been processed.
1
Click the
Process Events
toolbar button.
2
Click the
Status
arrow and select the status of the events to show in the dialog box.
3
Select the event to process.
The message for the event is shown in the text box.
To select all of the events in the table, click the
Select All
button.
4
Process the event.
To delete the event, click the
Delete
button.
To Print the event, click
Print
.
To email the event, click
Mail
.
If you click
Mail
, your mail application dialog box appears. Enter or select the recipient of the
message, then send the message.
5
To trigger the processing of the event, click
Ok
.
Fixing Query Error Events
If, during the processing of events, you discover that you have errors, you can correct those errors by
correcting the appropriate SQL Statement in the Message maintenance window.
After you have fixed the erroneous SQL Statement, return to the Process Events dialog box to
execute the event with the error that you just corrected.
What is Message Maintenance?
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1
Click the
Process Events
toolbar button.
The Process Events dialog box appears.
2
Click the Status arrow and select
Error
from the list.
3
In the table, select the event that you just corrected.
A dialog box is displayed, asking you if you want to execute the displayed query.
4
To execute the query with your recent changes, click
Yes
.
5
To execute the query with your recent changes, click
Save
.
The event is reprocessed with your changes.
6
Click
Ok
.
To see if the message has been processed correctly, open the Process Events dialog box again
and look for the event you corrected in the Completed events table.
Employees and Buyers
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Chapter 8: Employees and Buyers
This chapter includes this information:
Topic Page
What is Employee Maintenance? ................................................................................................... 8–2
Starting Employee Maintenance..................................................................................................... 8–3
Defining Shifts................................................................................................................................. 8–5
Editing Employee Information......................................................................................................... 8–9
Deleting Employee Information..................................................................................................... 8–10
Printing Employee Information...................................................................................................... 8–13
Buyer Maintenance....................................................................................................................... 8–14
What is Employee Maintenance?
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What is Employee Maintenance?
Use Employee Maintenance to:
Create employee records
Set up earning codes
Set up indirect codes
Set up shift definitions
Assign employees to sites
Employee IDs are used on Labor Tickets. If you use the actual or average costing method, the pay
rate you specify is used to determine labor costs.
Employees are different from users. A user can sign into the database. An employee cannot sign into
the database unless you associate a user ID with the employee.
Starting Employee Maintenance
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8 – 3
Starting Employee Maintenance
Select
Admin
,
Employee Maintenance
.
Defining Codes and Shifts
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Defining Codes and Shifts
Use the options available on the Edit menu to set up earning codes, indirect codes, and shifts. You
use earning codes and shift IDs on the employee record. You use indirect codes in Labor Ticket Entry
when the work performed cannot be charged to a particular work order.
You must create earning codes before you can create an employee record.
Defining Earning Codes
Earning codes classify the work done by your employees. Earning codes are used on labor tickets
and for payroll processing.
To define an earning code:
1
Select
Edit
,
Earning Codes
.
2
Click
Insert
.
3
Specify an ID and a description for the earning code.
4
Click
Save
.
Deleting Earning Codes
To delete an Earning Code, highlight the earning code and click
Delete
. Click
Save
.
Defining Indirect Codes
Indirect labor codes specify the accounts to which labor not associated with a work order is charged.
To define an indirect code:
1
Select
Edit
,
Indirect Codes
.
2
Click
Insert
.
3
Specify this information:
Indirect ID
– Enter a unique identifier for this code.
If you are using Barcode Labor Ticket Entry, specify indirect labor codes using UPPERCASE
alphanumeric characters only. Barcode scanning devices cannot read indirect codes than contain
lowercase characters.
Description
– Specify a description of the indirect code.
G/L Account ID
– Click the browse button and select the account to which this indirect labor type
is charged.
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Code
– Specify the type of indirect labor. You can choose:
M
– Miscellaneous
V
– Vacation
H
– Holiday
S
– Sick
4
Click
Save
.
Deleting Indirect Codes
To delete an Indirect ID:
1
Select the ID to delete.
2
Click
Delete
.
3
Click
Save
.
The code is deleted.
Copying Indirect Code Information
To copy information from one indirect code to a new line:
1
Select the information to copy and click
Copy
.
2
Click
Insert
.
3
Click
Paste
.
All information except the indirect code is copied to the new line.
4
Enter the unique identifier for this new earning code in Indirect Code column.
5
Click
Save
.
Defining Shifts
Before you can assign employees to shifts, you must first define the Shift IDs. Shift IDs define the
break, lunch, and grace periods for a given shift.
You can break down Shift schedules by activities that occur during the shift. These activities include
allowed clock-in and clock-out grace periods, between-job lag times, and break times.
To define shifts:
1
Select
Edit
,
Shift Definition
.
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2
In the Shift ID field, specify a unique identifier for this shift.
3
In the Description field, specify a description of the shift ID.
4
In the Allowed Clock In/Out Grace Periods section, specify this information:
Minutes before start of shift
– Specify the grace period before the start of the shift. If employees
clock in during the grace period, their clock in time is adjusted to the start time of the shift.
If the start of the shift is 7:00 AM and the grace period is 5 minutes, employees clocking in
between 6:55 and 7:00 will have a clock in time of 7:00. If they clock in at 6:54 or earlier, the
actual clock in time is used.
Minutes after start of shift
– Specify the grace period after the start of the shift. If employees
clock in during the grace period, their clock in time is adjusted to the start time of the shift.
If the start of the shift is 7:00 AM and the grace period is 5 minutes, employees clocking in
between 7:00 and 7:05 will have a clock in time of 7:00. If they clock in at 7:06 or later, the actual
clock in time is used.
Minutes before end of shift
– Specify the grace period before the end of the shift. If employees
clock out during the grace period, their clock out time is adjusted to the end time of the shift.
If the end of the shift is 4:00 p.m. and the grace period is 5 minutes, employees clocking out
between 3:55 and 4:00 will have a clock out time of 4:00. If they clock out at 4:54 or earlier, then
the actual clock out time is used.
Minutes after end of shift
Specify the grace period after the end of the shift. If employees clock
out during the grace period, their clock out time is adjusted to the end time of the shift.
If the end of the shift is 4:00 p.m. and the grace period is 5 minutes, employees clocking out
between 4:00 and 4:05 will have a clock out time of 4:00. If they clock out at 4:06 or later, then the
actual clock out time is used.
Between Job Lag Time
– Specify the amount of time allowed between jobs. If employees exceed
the amount of lag time between jobs, the time is charged to an indirect ID.
For example, presume you specify 5 in this field. If an employee clocks out of the first job at 2:00,
then clocks into the next job at 2:04, then no lag time is charged to an indirect ID. The four
minutes are posted to the second job. If the employee clocks in to the next job at 2:06, then six
minutes are charged to an indirect ID.
Minutes Before/After Breaks
– Specify the grace period before and after breaks. If employees
clock in during the grace period before a break, their time is adjusted to the start of the break. If
employees clock out during the grace period after a break, their time is adjusted to the end of the
break.
5
In the Break/Meal Indirect ID field, specify the indirect labor ID to use when a break or lunch
period is deducted from time posted to the job.
6
Click
Save
.
7
To define the duration of the shift, break times, and meal times, click the
Edit Shift Codes
button.
The ID Of the shift is inserted in the Shift ID field.
8
Specify this information:
Day
– Click the arrow and select the day of the week for which you are defining the shift times. If
every day has the same shift schedule, select
Every Day
.
Defining Codes and Shifts
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8 – 7
If each day has a different schedule, you must define the shift for each day. You can also use
Mon
thru Fri
to define the shifts for Monday through Friday, and
Sat, Sun
to define the code for the
weekend.
Description
– Specify a description of the shift schedule.
Shift
– Use the Start and End fields to specify the duration of the shift.
Meal and Breaks fields
Use the Start and End fields to specify when the break starts and when
the break ends. If employees are paid during the break, select the Paid check box. If employees
are not paid during the break, clear the Paid check box. If employees must manually clock in and
out for the break, select the Manual Clock In/Out check box. If employees are clocked in and out
of breaks automatically, clear the Manual Clock In/Out check box.
Paid breaks Charged to Indirect
– To charge paid breaks to an indirect ID, select the
Paid
Breaks Charged to Indirect
check box. Specify the indirect ID in the Shift Definition dialog box.
Periods Per Hour
– The system inserts 60. You cannot change this value. The system rounds
clock in and clock out times to the nearest minute.
9
Click
Save
.
10
Click
Close
to return to the Shift Definition Dialog box.
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Creating Employee Records
Before you can create an employee record, you must first create Departments and Earning Codes.
Create Departments in Application Global Maintenance. Create Earning Codes in the Earning Codes
dialog box available on the Edit menu.
To create an employee record.
1
In the header, specify this information:
Employee ID
– Specify a unique identifier for the employee. To make complying with the
European Union GDPR rules easier, we recommend that you do not use personal information,
such as a name, for the ID. See "Individual Privacy" on page 4–1 in the system administrator’s
guide.
First/MI/Last
– Specify the employee’s name in these fields.
Type
– Click an option to specify how an employee is paid. Click either
Hourly
or
Salary
.
Pay Rate
This field is available only if you are licensed to use a single site. If you are licensed to
use multiple sites, define the employee’s pay rate in t.he Sites dialog box. For more information,
refer to “Assigning Employees to Sites” on page 8-11 in this guide.
If you are licensed to use a single site, specify the employee’s pay rate in Pay Rate field. If you
selected Hourly in the Type section, then specify the employee’s hourly rate. If you selected
Salary, then specify the employee’s yearly salary.
The pay rate is not displayed anywhere else in the system. The pay rate is used to calculate labor
costs for labor tickets entered by this employee.
Department
– Click the browse button and select the default department for the employee. You
can override the default department on the labor ticket.
Maintain departments in Application Global Maintenance.
Earning Code
– Click the arrow and select the default Earning Code for the employee. You can
override the earning code on the labor ticket.
Default Shift ID
– Click the browse button and select the default shift for this employee. The
employee can work during a different shift.
Cost Category
– If you are licensed to use Projects/A&D, click the browse button and select the
default labor cost category for this employee. If you are not licensed to use Projects/A&D, this
field is not available.
User ID
– To associate this employee with a User ID, click the arrow and select the user ID. The
employee can sign into the database using the User ID you specify.
Email Address
– Specify the employee’s email address.
2
In the address section, specify the employee’s address.
3
If this is a current employee, select the
Active
check box. If this is not an active employee, clear
the Active check box. Inactive employees cannot be selected on labor tickets.
4
Click the
Save
toolbar button.
Creating Employee Records
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Adding a Picture
You can add a picture of the employee to the employee record. Depending on your settings in
Preferences Maintenance, you can display the picture directly on the Employee Maintenance window.
To add a picture:
1
In the Employee ID field, specify the ID of the employee.
2
Select
Edit
,
Picture/Object...
.
3
Click
Paste From
.
4
Navigate to the file containing the picture, and then click
Open
. The picture is imported.
5
Click
Save and Close
.
If you display the picture directly in the Employee Maintenance window, you can click the picture to
open the Picture/Object dialog box. If a picture has not been added to the employee record, then you
must select
Edit
,
Picture/Object...
to access the Picture/Object dialog.
Displaying the Picture in the Employee Maintenance Window
To display the picture in the Employee Maintenance window, set up the ShowPicture preference
setting.
To set up the preference:
1
Select
Admin
,
Preferences Maintenance
.
2
Click
Insert
.
3
Specify this information:
Section
– Specify
EmployeeMaintenance
.
Entry
– Specify
ShowPicture
.
Value
– Specify
Y
.
4
Click
Save
.
Editing Employee Information
You can edit employee information using Employee Maintenance.
1
Click the
Employee ID
browse button and select the employee record to edit.
2
Make the changes to the employee information.
You can change any field in the Employee Maintenance window except the Employee ID;
changing the Employee ID creates a new employee.
3
Click the
Save
toolbar button.
Creating Employee Records
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Deleting Employee Information
1
Click the
Employee ID
arrow and select the employee record to delete from the list that appears.
2
Click the
Delete
toolbar button.
A dialog box appears prompting you to confirm the deletion.
3
Click
Yes
to continue, or
No
to cancel the deletion.
The employee record is removed from your database.
Caution:
Deleting an employee record permanently removes the information from the
database. You cannot recover deleted employee information. You cannot delete an
employee that has associated information.
Assigning Employees to Sites
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Assigning Employees to Sites
This procedure applies to users licensed to use multiple sites only.
Use the Allowable Sites function to assign the employee to sites and to specify the employee’s pay
rate in each site.
Employees can enter labor tickets for any site to which they are assigned. If employees are not Use
assigned to a site, they cannot enter labor tickets for that site.
When employees use Labor Ticket Entry, they can only select work orders associated with the sites
to which they are assigned. They cannot select a work order form a site to which they are not
assigned.
You can also assign employees to sites in Site Maintenance.
To assign an employee to a site:
1
Click the browse button and select the employee to assign to sites.
2
Select Edit, Allowable Sites.
3
Click the Assigned check box next to each site the employee is allowed to use.
4
Click the
Default
check box next to the employee’s default site. When you specify this employee
in Labor Ticket Entry, the default site is inserted in the Site ID field. You can override this site with
any of the employee’s assigned sites. Specifying a default site is not required.
5
For each site the employee is assigned to, specify the pay rate. The currency of the site is
inserted in the Currency ID field. If you clicked the Hourly option in the Type section for this
employee, specify the pay rate per hour. If you clicked the Salary option in the Type section for
this employee, specify the pay rate per year.
6
Click Save.
When you select an employee ID in Labor Ticket Entry, the Site ID drop-down list shows only those
sites assigned to the employee. When you browse for work orders, only the work orders associated
with the Site ID selected in the Site ID field are displayed.
Assigning User Dimensions to Employees
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Assigning User Dimensions to Employees
If you employ User Dimensions, specify the dimensions to associate with the employee.
You can use employee user dimensions in these transactions:
Work Order - Issue
Work Order - Labor
Work Order - Service
Indirect Labor
To specify user dimensions:
1
Click the
Employee ID
browse button and select the employee for whom you are assigning
dimensions.
2
Select
Edit
,
User Dimensions
.
3
In the left pane, each user dimension group is listed. Expand the list under the user dimension
group to view the transactions in which this record is used.
To assign the same dimensions to all transaction types, click the name of the dimension group in
the left pane. All Subledgers is inserted in the Subledger field.
To assign dimensions to a particular transaction type, select the appropriate transaction type. The
transaction type is inserted in the Subledger field.
4
Click
Insert
.
5
Specify this information:
Valid From
– Specify the date the dimension assignment becomes effective.
Debit Dimension
– Double-click the browse button and select the dimension to use for account
debits.
Credit Dimension
– Double-click the browse button and select the dimension to use for account
credits.
6
Click
Save
.
Printing Employee Information
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Printing Employee Information
There are a number of options available for outputting employee information. By using the Print
command, you can output a complete listing of employee information.
1
Select the
Print
toolbar button.
If necessary, you can change the printer setup from the print dialog box by selecting the
Print
Setup
button.
2
Click the
Starting Employee ID
button to select the employee with which to begin the report.
Click the
Ending Employee ID
button to select the employee with which to end the report.
Leaving these fields blank to include all employees in the report.
3
Select how to output the report:
Print
– Select this to view a print preferences dialog box after clicking
Ok
.
View
– Select this to view the report on your screen after clicking
Ok
.
File
– Select this to save the report to a file after clicking
Ok
.
E-mail
– To email the report, select this option. Your report is generated in a Rich Text Format
(.RTF) and attached it to a Microsoft Outlook email message. To attach a PDF of the report, select
the PDF button.
4
To print barcode for your employees, select the
Print Barcode
check box and select a barcode
type for your report.
Code39 – This barcode type, also known as Code 3 of 9, contains variable length, discrete
symbology. You must have a Code 39 barcode font installed to view the barcode. If you do not
have the Code 39 font installed, then the alphanumeric ID is displayed instead with a prefix and
suffix. This pattern is used: *%ID%*.
QR Code – This is a two-dimensional or matrix barcode. QR stands for quick response.
5
To include inactive employees in the report, select the
Print Inactive Employees
check box.
6
Click
Ok
.
If you selected
Print
, a print dialog box appears allowing you to select print ranges and setup your
printer output.
If you selected
View
, VISUAL uses the built-in employee report and the report appears in the
report viewer.
If you selected
File
, the Print To File dialog box appears prompting you to enter the name of the
file to use for the report. Specify the full path and name to use for the output file. A comma
separated value (csv) file is created.
If you selected
E-Mail
, the report is created in rtf format—or PDF if you selected the PDF check
box—and attached it to a Microsoft Outlook email message. For more information on addressing
and sending the email, refer to your Microsoft Outlook user documentation.
7
Enter the recipient’s name and the message and click
Send
.
Buyer Maintenance
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Buyer Maintenance
Use the Buyer Maintenance dialog to specify the names of individuals who make purchases. By
default, the database users are inserted into this table. You can insert additional names. If you insert
an additional name in this dialog box, the name is NOT added to your list of database users.
When you enter a transaction that includes a buyer, you can click a browse button to select a buyer
from the list. You can also enter a new buyer directly in the Buyer ID field in a transaction window. If
you specify a new buyer ID in a transaction window, the buyer name is added to the Buyer
Maintenance table.
You can attach user dimensions to buyers.
To add a buyer:
1
Select
Admin
,
Buyer Maintenance
.
2
Click
Insert
.
3
Specify an ID and Name for the buyer.
4
Click
Save
.
Deleting a Buyer ID
You can delete a buyer ID only if it is not used in a transaction.
To delete a buyer ID:
1
Select the row that contains the buyer ID to delete.
2
Click
Delete
.
3
Click
Save
.
If the ID you selected is used in a transaction, you are informed that the buyer ID cannot be deleted.
Specifying User Dimensions
If you use user dimensions, you can attach dimension codes to buyers. To attach dimension codes:
1
Select the buyer to whom you are assigning user dimensions.
2
Click
User Dimensions
.
3
In the left pane, each user dimension group is listed. Expand the list under the user dimension
group to view the transactions in which this record is used.
To assign the same dimensions to all transaction types, click the name of the dimension group in
the left pane. All Subledgers is inserted in the Subledger field.
To assign dimensions to a particular transaction type, select the appropriate transaction type. The
transaction type is inserted in the Subledger field.
Buyer Maintenance
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4
Click
Insert
.
5
Specify this information:
Valid From
– Specify the date the dimension assignment becomes effective.
Debit Dimension
– Double-click the browse button and select the dimension to use for account
debits.
Credit Dimension
– Double-click the browse button and select the dimension to use for account
credits.
6
Click
Save
.
Buyer Maintenance
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Workflow
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Chapter 9: Workflow
This chapter includes this information:
Topic Page
What is Workflow? .......................................................................................................................... 9–2
Starting Workflow............................................................................................................................ 9–4
Understanding Workflow Components ........................................................................................... 9–6
Building Workflow Templates ........................................................................................................ 9–17
Working with Steps ....................................................................................................................... 9–18
Working with Rules ....................................................................................................................... 9–22
Working with Statements .............................................................................................................. 9–26
Selecting Workflow Preferences................................................................................................... 9–32
Logging Workflow Timer Events ................................................................................................... 9–33
Using the Workflow Tracker .......................................................................................................... 9–34
Using the Workflow Gatekeeper ................................................................................................... 9–37
What is Workflow?
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What is Workflow?
Use Workflow to create predefined conditions and rules for guiding users through specific tasks within
applications, such as Purchase Order Entry and Customer Order Entry. Embedded into the logic of
VISUAL, Workflow works behind the scenes. When you activate a workflow, all the areas of VISUAL,
as defined in the workflow, must behave in accordance with the workflow and its set of rules.
Using a workflow-based approach can help you achieve these goals:
Streamline repeatable processes.
Define a rule and condition based environment. Because individuals or their knowledge of
processes should not determine process flows.
Minimize operational errors.
Using the Workflow Designer, you can assign the steps necessary to complete tasks and define the
rules that govern those steps. The Designer saves the workflows you create as templates that
VISUAL uses to create Workflow IDs.
Common workflows contain:
Process Definition
A graphical representation of the flow of business information
System of controls, monitors, and management tools to help automate certain aspects of your
business process.
What can Workflow do for you?
Provide a graphical representation of your processes.
Graphically create and display the flow of work and tasks.
Embed business logic into process—in the form of rules.
Build rules for exception handling.
Track the status of process steps.
Involve third party applications to perform tasks.
Inform users of new tasks or warn them of late tasks.
Connect to Task Maintenance functionality.
Preliminary Requirements
Before using Workflow, you should be familiar with VISUAL applications, such as Task Maintenance
and Document Maintenance. You must also know how to add users and create user groups.
Refer to these sections:
For information on using Task Maintenance, refer to the “Engineering Change Notices” chapter.
For information on adding documents in Document Maintenance, refer to the “Document
Maintenance” chapter.
For information on setting up groups for tasks and authorizations, refer to the Infor VISUAL
System Administrator’s Guide.
What is Workflow?
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For information on adding new users, refer to the Infor VISUAL System Administrator’s Guide.
Workflow and Double-byte Characters
Workflow does not support the use of double-byte characters. This includes all aspects of the
workflow itself, such as rules and properties, and the VISUAL records on which the workflow is run.
For example, if you set up a workflow to run on parts in Part Maintenance, then all Part IDs must use
single-byte characters. Otherwise, the workflow will not be triggered.
Starting Workflow
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Starting Workflow
To start the Workflow Designer:
1
Select Admin,
Workflow Designer
.
The Workflow Designer window opens with the Open Existing Workflow dialog.
2
Do one of these:
To open an existing Workflow template, refer to the “Opening and Existing Workflow
Template” section.
To create a new Workflow template, refer to the “Creating a New Workflow Template” section.
Creating a New Workflow Template
Use workflow templates to specify the application where you will use the workflow.
To create a new Workflow template:
1
In the Open Existing Workflow dialog, click the
New
button.
2
In the Type list, select one of these types:
Master
– This feature is not available at this time.
Predefined
– Starts with an empty template.
User Defined
– This feature is not available at this time.
3
In the Application Area list, select the application area (for example, A/P Invoice Entry or Cash
Book) where you are creating a workflow.
4
In the Template Name field, type the name for this template.
5
In the Usage list, select one of these:
All Documents
– VISUAL applies this template each time you create a workflow.
Single Document
– VISUAL uses this template for a specific document. For example, you can
create a custom template for a specific purchase order or quote.
6
Do one of these actions:
If you selected
All Documents
in the Usage list, go to the next step.
If you selected
Single Document
in the Usage list, type the exact document ID (for example,
specify a specific order ID if you are creating a workflow for a particular purchase order) then
click
OK
.
Note:
The Associated DB Table field is “view only” and lists the database tables associated with
the application that you selected in the Application Area list.
7
In the Status list, select one of these options:
Starting Workflow
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Active
– The template is active within the VISUAL logic. When a template is active, the
application you selected in the Application Area list (for example, A/P Invoice Entry or Cash Book)
behaves in accordance with the workflow and its set of rules.
Inactive
– The template is not active within the logic.
8
Click
Ok
.
9
To build a workflow, refer to the “Building Workflow Templates” section later in this chapter.
Opening an Existing Workflow Template
To open an existing Workflow template:
1
In the Open Existing Workflow dialog, click the Application Area arrow and select the application
area.
2
Click the
Template Name
button and select the template to open.
3
Click
Ok
.
The Work Area appears with the selected template.
Understanding Workflow Components
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Understanding Workflow Components
There are four components of the Workflow Designer window:
The
Menu Bar
contains a comprehensive navigation system giving you access to Workflow
Designer functionality.
The
Main Toolbar
provides you shortcuts to several of the most common functions of Workflow.
The
Vertical Toolbar
gives you the tools you need to build your workflows.
The
Work Area
is where you will build, manipulate, and view your workflows. You may want to
think of the work area as a canvas or pasteboard.
Note:
All the Workflow components described in this section are available in Workflow Designer.
Workflow Tracker has limited functionality.
Menu Bar
The menu bar options are alternatives to the Workflow toolbars, and includes features that are not
included on the toolbars. The menu bar includes these menus:
File Menu
The File menu contains commands for manipulating files within Workflow. You can select these menu
options:
Save
– Saves the current workflow to your database. You can also click the
Save File
button on the
toolbar or press CTRL+S.
Save As
– Allows you to save the current workflow with a new name or in a different location.
New...
– Opens a new workflow. You can also click the
New File
button on the toolbar or press
CTRL+N.
Delete
– Deletes the current workflow. You can also right-click in the work area and select
Delete
Workflow
from the menu.
Refresh
– Updates the information in the current workflow.
Open...
– Opens a previously saved workflow. You can also click the
Open File
button on the toolbar
or press CTRL+O.
Close
– Closes the current workflow.
Import
– Allows you to import workflows from other VISUAL users.
Export
– Allows you to export the workflow to other VISUAL users.
Print Diagram
– Prints the current workflow to a selected printer. You can also click the
Print
button
on the toolbar or press CTRL+P.
Print Details
– Opens the Print Workflow dialog where you can print, email, or view workflow reports.
Understanding Workflow Components
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Print Setup
– Allows you to set up default print options for printing a workflow file.
Print Preview
– Allows you to view the workflow before printing.
Exit
– Closes the current workflow.
Sales
– Allows you to open the Sales modules.
Inventory
– Allows you to access modules in the Inventory application.
Purchasing
– Allows you to access modules in the Purchasing application.
Scheduling
– Allows you to access modules in the Scheduling application.
Eng/Mfg
– Allows you to access modules in the Engineering/Manufacturing application.
EqMnt
– Allows you to access modules in the Equipment Maintenance application.
Edit Menu
The Edit menu contains commands for editing files in Workflow.
Undo
– Allows you to reverse previous actions. You can also click the
Undo
button on the toolbar or
press CTRL+Z.
Redo
– Allows you to reverse previous actions. You can also click the
Redo
button on the toolbar or
press CTRL+Y.
Cut
– Deletes the selected object from the work area and moves it to the Clipboard. You can also
click the
Cut
button on the toolbar or press CTRL+X.
Copy
– Copies the selected object to the Clipboard. You can also click the
Copy
button on the
toolbar or press CTRL+C.
Paste
Pastes an object from the Clipboard to the work area. You can also click the
Paste
button on
the toolbar or press CTRL+V.
Clear
– Deletes the selected object from the work area. You can also press the
DELETE
key.
Select All
– Selects all objects in the work area. You can also press CTRL+A.
Change Shape Color
– Opens the color palette where you can select basic colors or create custom
colors for shapes in the work area.
Edit Label
– Opens the Shape Label editor where you can change the name of the selected object.
Edit Properties...
– Opens the selected object’s properties dialog.
Workflow Properties
– Opens the Workflow Properties dialog where you can edit the properties of
the current workflow. For more information, refer to the “Using the Workflow Properties dialog” section
later in this chapter.
View Menu
The View menu allows you to hide or show the Personal Toolbar, and cycle through open workflows.
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Personal Toolbar
– Hides or shows the personal toolbar. A check mark indicates that the personal
toolbar will appear in the Workflow window.
To hide the personal toolbar, remove the check mark by selecting
Personal Toolbar
on the View
menu.
Back
– Allows you to cycle through open workflows similar to a Web browser. You can also press
Back
button or press CTRL+B.
Forward
– Allows you to cycle through open workflows similar to a Web browser. Displays the
workflow you were using before you selected Back. You can also click the
Forward
button or press
CTRL+F.
Help Menu
The Help menu contains commands for accessing the Workflow help system.
Using the Main Toolbar
The Main toolbar contains shortcuts to the most commonly used functions of Workflow.
– Use the
New File
button to open the Create New Workflow dialog.
– Use the
Open File
button to open the Open Existing Workflow dialog.
– Use the
Save File
button to save the current workflow to your database.
- Use the Gatekeeper button to open the Gatekeeper window displaying the rules where VISUAL
encounters processes awaiting action.
– Use the
Print
button to print a copy of the current workflow to your printer.
– Use the
Copy
button to copy the selected object to the Clipboard.
– Use the
Cut
button to delete the selected object from the work space.
– Use the
Paste
button to paste an object from the Clipboard to the work area.
– Use the
Undo
and
Redo
buttons to cycle through your changes.
– Use the
Back
and
Forward
buttons to cycle through the open workflows.
– Use the
Align Left
button to align selected objects on the left.
Understanding Workflow Components
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– Use the
Align Right
button to align selected objects on the right.
– Use the
Align Top
button to align selected objects on the top.
– Use the
Align Bottom
button to align selected objects on the bottom.
– Use the
Align Vertically
button to align selected objects on the vertical center axis.
– Use the
Align Horizontal
button to align selected objects on the horizontal center axis.
– Use the
Copy Size
button to resize selected objects to the size of the object you selected first.
– Use the
Sticky Palette
button to paste multiple copies of a selected object onto the work area.
– Use the
Font Size
list box to select the font size of text in the work area.
– Use the
View Size
drop-down box to change the magnification of the workflow in the
Workflow window.
Using the Vertical Toolbar
The vertical toolbar allows you to add traditional logic diagram objects to the work area. Each object
contains assignable properties that define the rules and conditions of the workflow.
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Using the Status Area
At the bottom of the work area, you can view details of the currently open workflow template (in
Workflow Designer) or workflow document (in Workflow Tracker). The status area displays workflow
template information in this format: Type:Application Area:Template Name:Document ID. This is the
same information displayed in the Workflow Properties dialog.
Using the Work Area
The work area provides standard graphics tools for creating workflow diagrams that define the flow of
work and tasks that must be completed. Each object within the workflow contains assignable
properties used to define the rules and conditions of the workflow.
Adding Objects to the Work Area
The vertical toolbar contains objects that represent steps or tasks in a workflow. To add properties to
the step, you need to edit the properties dialog as explained in the “Building Workflow Templates”
section later in this chapter.
To add an object to the work area:
1
On the vertical toolbar, select the object to add to the work area.
2
Click anywhere in the work area to add the selected object.
Deleting Objects from the Work Area
To delete objects from the work area::
Right-click the object to delete; then select
Delete
from the menu.
Select the objects to delete; then click the
Cut
button on the main toolbar.
Select the objects to delete; then click
Clear
on the Edit menu.
Select the objects to delete; then press the
Delete
key.
Rotating Objects in the Work Area
To rotate objects in the work area:
1
Select an item in the work area.
2
Do one of these actions:
Right-click the object to rotate; then select
Rotate clockwise 90degs
from the menu.
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Right-click the object to rotate; then select
Rotate counterclockwise 90degs
from the menu.
Moving Objects in the Work Area
To move objects in the work area:
1
On the vertical toolbar, select the cursor icon.
2
Drag the workflow step to a new location in the work area.
Selecting Multiple Objects in the Work Area
To select multiple objects in the work area:
1
On the vertical toolbar, select the cursor icon.
2
Do one of these actions:
Press the CTRL key and click the objects to select them.
Drag the cursor to create a rectangle around the objects. The rectangle must enclose all
objects completely to select them.
On the Edit menu, click
Select All
to delete all objects in the work area.
Resizing Objects in the Work Area
To resize objects in the work area:
1
Select an item in the work area.
2
Do one or more of these actions:
To resize an item, click and drag one of the corners or edge handles.
To resize an item while keeping the current proportions, click and drag a corner handle.
Aligning Objects in the Work Area
To align objects in the work area:
1
On the vertical toolbar, select the cursor icon.
2
Select the first object. All other objects you select will align to this object.
3
Press the CTRL key and select each additional object to align.
4
On the Main toolbar, click one of the object alignment buttons:
Align Left, Align Right, Align Top, Align Bottom, Align Vertically, Align Horizontal.
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Making Multiple Objects the Same Size
To make multiple objects the same size:
1
On the vertical toolbar, select the cursor icon.
2
Select the first object. The first object controls how all the other selections will be resized.
3
Press the CTRL key and select the objects to resize.
4
On the main toolbar, click the
Copy Size
button.
Changing the Text Font Size
To change the text font size:
1
On the vertical toolbar, select the cursor icon.
2
Select the object or rule line for which you want to change the label font size.
3
On the main toolbar, a font size from the Font Size list box.
Changing the View Setting
If you are working with a large workflow that does not fit in the Workflow window, use the View Size
list box to change the view setting.
Adding Rule Lines to the Work Area
In a workflow, the graphical representation of a rule is a line connecting two steps. To add properties
to the rule, edit the properties dialog as explained in the “Building Workflow Templates” section later
in this chapter.
To add a rule line to the work area:
1
Right-click a step to select it.
2
While holding down the right mouse button, drag the cursor onto a second step.
A dotted line is displayed that indicates that Workflow is ready to create the rule.
3
Release the mouse button to create the rule.
A solid line is displayed.
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Adding Control Points to Rule Lines
To add control points to rule lines:
1
Right-click the rule line to which you are adding a control point; then select
Add Control Point
from the menu.
A control point appears on the rule line.
2
To reshape the rule line, drag the control point to a new position in the work area.
Converting Lines to Curves
To convert rule lines to curves:
1
Right-click the rule line to which you are adding a curve; then select
Add Control Point
from the
menu.
A control point appears on the rule line.
2
Right-click the rule line again; then select
Curve
from the menu.
The rule line appears as a curve.
3
To reshape the rule curve, drag the control point to a new position in the work area.
Note:
You can add more control points to reshape the curve.
Deleting Control Points
To delete a control point:
1
Right-click the rule line to delete; then select
Delete Control Point
from the menu.
Workflow deletes the control point from the rule line. If the rule line has more than one control
point, VISUAL deletes the control you most recently added.
2
To reshape the rule line, drag the control point to a new position in the work area.
Using the Dotted Box
The dotted box is an organizational tool that lets you define and label sections of the work area. You
cannot add properties to a dotted box.
To use the dotted box:
1
On the vertical toolbar, select the dashed box icon.
2
Click anywhere in the work area to add the selected item.
3
Move and resize the box to best suit your needs.
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4
To add a label, right click the box.
5
In the Enter new label field, specify a name for the box.
6
Click
OK
to save the label or click
Cancel
to return to the work area without adding a label.
Printing the Work Area
To print the work area, do one of these actions:
On the main toolbar, click the
Print
button.
On the File menu, click
Print Diagram
.
Using the Print Details Menu
To use the Print Details menu:
1
On the File menu, select
Print Details
.
2
In the Print Workflow dialog, specify this information:
Application Area
– Select the application for which you want to print a workflow.
Template Name
– Select the workflow template to print.
Ref ID
– Select the reference ID of the workflow to print. To print a range of workflows, add a
beginning reference ID and an ending reference ID.
3
Click the
Print Setup
button to open the Printer dialog where you select a printer and set up
printer properties.
4
In the list box at the bottom of the Print Workflow dialog, select one of these options:
Print
– Prints the workflow to the selected printer.
View
– Displays the workflow.
File
– Save the workflow to a file.
E-Mail
– Send the workflow using your electronic mail program.
5
Click
Ok
or click
Cancel
to close the Print Workflow dialog without printing a workflow.
Exporting Workflows
Use the Export menu to save the currently open workflow (including all step and rule properties) to a
file on your computer. The exported file will have a .dia file extension.
To export a workflow:
1
If necessary, open Workflow.
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2
On the File menu, select
Export
.
3
In the Export File window, select a location to save the file, type a file name; then click the Save
button.
Importing Workflows
Use the Import menu to open a workflow file that has been previously exported.
To import a workflow:
1
If necessary, open Workflow.
2
On the File menu, select
Import
.
3
In the Warning message, do one of these actions:
Click
Yes
to save the open workflow document before importing a new document.
Click
No
to import a workflow document without saving the open document.
Click
Cancel
to return to the open workflow document without importing a document.
4
In the Create New Workflow dialog, specify this information:
Type
– Select
Predefined
.
Application Area
– Select the application area of the workflow to import. The application area
you select must be the same as the application area of the file you are importing.
Template Name
– Type the name to use for this template.
Usage
– Select
All Documents
to apply this template each time you create a workflow or
Single
Document
to use this template for a specific document.
Document ID
– If you selected
All Documents
in the Usage list, go to the next step. If you
selected
Single Document
in the Usage list, type the exact document ID then click the
OK
button.
Note:
The Associated DB Table field is “view only” and lists the database associated with the
application that you selected in the Application Area field.
Status
– Select
Active
to make the template available or
Inactive
to not make the template
available at this time.
5
Click
Ok
.
6
In the Select an Import File window, select the file to import; then click the
Open
button.
The imported workflow appears in the work area.
Using Right-click Menus
Right-click menus allow you to open properties dialogs, delete items, and manage objects in the work
area.
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To use right-click menus:
1
Right-click the work area, rule, or step.
A menu appears.
2
Select an item from the menu.
For example, to access the properties of an object in the work area, right-click the object and
select
Properties
. The Properties dialog appears.
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Building Workflow Templates
A workflow template is basically a diagram that organizes a business process into actions and paths,
with Steps representing actions and Rules representing paths. For each step and rule you define
properties, including statements and conditions. The properties of the action determine the tasks to
be completed. The properties of the path define the path of the flow.
After you create and save a template, you can change the status from inactive to active. When a
template is active, VISUAL starts a workflow each time a document (for example, a purchase order or
work order) is saved and meets the conditions specified in the template.
To build a workflow template, refer to these sections:
Working with Steps
Working with Rules
Working with Statements
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Working with Steps
When working with step properties, you may want to take some time to investigate and think about
what you want to achieve with the step. Some of the things you may want to consider are:
What are you attempting to do with this step?
What conditions do you want met?
Are there any errors on which you want to halt the process? Do you want to notify the user on
these errors but allow a continuation of the process?
Are there any documents you want attached to this step of the process?
Are there any people you want to notify at this step?
Are there any programs or commands you want to run when the user reaches this step?
Because what happens on one step or rule can effect other steps, you may also want to consider
what happens on prior and subsequent rules and steps.
Adding Properties to a Step
To add properties to a step:
1
Right-click the step to which you are adding properties.
2
Select
Properties
Note:
This read-only information appears in the dialog status section: Status, Started on, Last
notified, and Completed. For more information on status fields, refer to the “Viewing Status
Information” section later in this chapter.
3
In the Label field, specify a name for the step. You may want to consider using a name indicative
of what you are attempting to accomplish on this step.
4
To re-evaluate the workflow each time a document (for example, a Purchase Order or Purchase
Requisition) is saved, select a re-evaluation method from the Re-evaluation list. You can select
one of these options:
Never
– VISUAL never re-evaluates the workflow.
and restart workflow here
When re-evaluating, VISUAL undoes all previously completed steps
in the workflow and restarts the workflow at the current step.
This function is necessary if the information in a workflow document (for example, a customer
order) changes frequently.
and continue where left off
VISUAL re-starts the workflow from the “start” step and checks the
properties of each rule and step in the workflow to make sure conditions have not changed since
the last time the document was saved. If a condition has changed, the workflow proceeds down
the appropriate path.
When re-evaluating a workflow, VISUAL also checks the evaluation sequence in the Rule
Properties dialog.
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For more information on evaluations, refer to the “Working with Evaluations” section later in this
chapter.
Note:
You must consider all possible conditions or the workflow may not complete the intended
business process.
5
If this is the first step in the workflow, select the
Start Workflow Here
check box.
6
To evaluate this step periodically, select the
Evaluate on Timer
check box. The system evaluates
the step based on the interval you set in Preference Maintenance. For example, if you specified
15 in Preferences Maintenance, the system would evaluate the step every 15 minutes.
To set up the interval to use in Preferences Maintenance:
a
Select
Admin
,
Preferences Maintenance
.
b
If the Preferences table does not contain a Workflow section and DetectMinutes entry, click
Insert Row and specify this information:
Section
– Workflow
Entry
– DetectMinutes
Value
Specify the frequency in minutes with which the system should evaluate the work flow
step. You can specify a value between 1 and 60.
c
Click
Save
.
Clear the check box to check to see if the step needs to be when the user saves the type of
document governed by the workflow.
7
In the Notifications section, specify this information:
E-mail Address
– Click the
E-mail Address
button and select the address of the person who
receives an email notification. You can also specify an email address using your keyboard.
E-mail Subject
– VISUAL populates the subject line of the notification email with the Workflow ID
($WrkID) and Step number ($WrkStep).
For example,
Workflow Notification 9030/ Step 3
.
To change the format of the subject line, click in the E-mail Subject field and specify the
information.
E-mail Body
– Workflow populates the body space of the notification email with this information:
Workflow Type ($WrkType)
Workflow Name ($WrkName)
Workflow ID ($WrkID)
Workflow Step ($WrkStep)
For example,
Workflow $WrkType / $WrkName / $WrkID is at step $WrkStep
.
E-mail Attachments
To attach a document to your email, click the
Attachments
button to open
the Email Attachments dialog where you can select a file.
Note:
The VE Programs Link and Documents buttons are reserved for future use.
Execute Command
– To open a program file (for example, an Excel spreadsheet) when the
notification takes place, click the
Execute Command
button and select the action from the dialog.
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To open an VISUAL executable and sign in with the user's ID and password, specify this
information:
${VE:program}
where program is the name of the executable you would like to open. For example, if you would
like to open Customer Order Entry, specify this information:
${VE.VMORDENT.EXE}
8
You can use workflow rules to identify errors in a process. For example, if you require an
expiration date on all quotes, you can set up a workflow rule that tests for the existence of an
expiration date. See "Working with Rules" on page 9–22 in this guide.
Use the VE Program Action area to specify the actions that occur when the rule that is
immediately before the step is used to identify an error, and the error conditions have been met.
Return error
– Select this check box to indicate that an error has occurred. When an error
occurs, the user cannot save the document that triggered the error.
Stop here if error
– If you selected the
Return error
check box, select the
Stop here if error
check box to stop the workflow. Clear the Stop here if error check box to continue the workflow.
Return message
– If you selected the
Return error
check box, select this check box to display a
message in the error dialog. Specify the text in the Message field. If you selected the
Return
error
check box, we recommend that you also select the Return message check box and specify
text. If you do not select the Return message check box, then <null> is displayed in the error
dialog.
9
To attach any documents to this step, click the
Document Reference
button and select the
documents. For more information on Document Referencing, refer to the “Referencing a
Document” section later in this chapter.
10
Click
Ok
.
Referencing Documents
Use the Workflow Document Reference dialog to add supportive documentation, such as instructions,
specifications, or CAD drawings, to a workflow step.
To reference documents in a workflow, you must first add the document in Document Maintenance.
See "Document Maintenance" on page 6–1 in this guide
1
In the Step Properties dialog, click the
Document Reference
button.
2
In the Workflow Document Reference dialog, click the
Insert
button.
3
Specify the ID of the document to reference or double-click the Document ID column heading to
open the List Documents dialog where you can select a Document ID.
4
Click
Save
.
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Viewing Status Information
The Step Properties dialog The Status, Started on, Last notified, and Completed fields are read only
and display information only when the step has been triggered in a workflow. You can use the
information in these fields when creating workflow statements. For more information on workflow
statements, refer to the “Working with Statements” section later in this chapter.
The status area displays these fields:
Status
– A workflow step is either In Process or Complete.
Started On
– The date when VISUAL first evaluated this step. This date does not change.
Last notified
The date when VISUAL last evaluated the step. This date changes each time VISUAL
evaluates the step.
Completed
– The date when VISUAL completed the step.
Deleting Steps
To delete steps, select the step, then right-click and select
Delete
from the right-click menu.
Note:
The workflow program does not display a confirmation message when you delete a step. You
can undo a deletion.
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Working with Rules
Rules determine the path of the workflow. Using the Rule Properties dialog, you can set up approval
tasks (which appear in Task Maintenance application) for a specific user or a group of users. These
users must sign off electronically on the activity before the workflow proceeds to the next step.
You can also assign Authorizations to restrict the enactment of a workflow step to a specific user or
group of users.
Adding Rule Properties
To add rule properties:
1
If necessary, create a rule line.
2
Right-click the rule to which you want to add or edit properties.
3
Select
Properties
The Rule Properties dialog appears.
4
In the Label field, specify a name for the rule.
You may want to consider using a name indicative of what you are attempting to accomplish with
this rule.
5
In the Description field, specify a description for the rule.
If you are editing a rule property, the Status, Completed By, and Date/Time fields appear
populated.
6
In the Evaluation Sequence field, specify a number to indicate the sequence that VISUAL uses to
re-evaluate a workflow path. VISUAL re-evaluates workflow paths sequentially, beginning with 1.
For more information on evaluations, refer to the “Working with Evaluation Sequences” section
later in this chapter.
7
To use this Rule for assigning tasks, click the
Approval
button and set up the Task Notification list
for this rule. For more information on setting up approvals, refer to the “Working with Tasks”
section later in this chapter.
To set up rule statements, click the
Insert
button and set up the Rules statements to use.
For more information on setting up Rule Statements, refer to the “Working with Statements”
section later in this chapter.
8
If you have specified rule statements and want to include Authorizations, click the
Authorization
button and set up the Authorization Users for this Rule.
For more information on authorizations, refer to the “Working with Authorizations” section later in
this chapter.
9
When you have finished setting up the rule, click
Ok
.
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Working with Evaluation Sequences
Using the Re-evaluation list in the Step Properties dialog, you can allow VISUAL to restart a workflow
each time a document (for example, a Purchase Order or Purchase Requisition) is saved. Because a
workflow step may have multiple paths, you can define the sequence in which VISUAL evaluates
each path. The value in the Evaluation Sequence field determines the evaluation order, starting with
Sequence 1 and ending with Sequence 3.
Working with Tasks
The Task List Notification dialog allows you to identify a group of users responsible for approving the
activity before the workflow proceeds to the next step.
For each member of the Task List Notification, Workflow generates a task notification in the Task
Maintenance window, Outlook, or both. For more information, refer to “Selecting Workflow
Preferences” on page 9-32 in this guide.
To set up a task list:
1
In the Rule Properties dialog, click the
Tasks
button.
The Task List Notification dialog appears.
2
Click the
Insert
button.
The User/Group ID arrow appears.
3
Click the arrow and select a user or User Group.
Note:
When you select a group, all members of that group appear on separate lines in the Task
List Notification dialog.
4
To allow sign off privileges for a user, select the
Signoff
check box. You can give more than one
user signoff privileges.
When you select the Signoff check box, VISUAL creates a task for each user.
5
To specify that a user is the leader, select the
Leader
check box.
Re-evaluate
Step
Sequence 1
Sequence 2
Sequence 3
Task 1
Task 2
Task 3
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Note:
You can only have one leader within your user list: if you change the leader, Workflow
automatically clears the original leader’s check box.
6
In the Task Specification field, specify a description of the task for this step.
The description you specify in this field also appears in the Specification column in Task
Maintenance.
7
When you have finished adding users to this step’s task list, click
Save
.
Deleting Users from Task Lists
To remove users from a task list:
1
From the Rule dialog, click
Approvals
.
2
Click the row header for the user to remove.
The row appears highlighted.
3
Click
Delete
.
4
Click
Save
.
Workflow and Outlook Tasks
To receive workflow tasks from another user, you must grant that user permission to write to your
Outlook Tasks folder.
To grant permission:
1
In Microsoft Outlook, display
Tasks
.
2
Right-click the Tasks folder and select
Properties
.
3
Click the
Permissions
tab.
4
Click
Add....
5
Specify the user who should have write-access to your Tasks folder.
6
In the Write section, select the
Create Items
and
Edit Own
check boxes. See the Outlook online
help for information about other permission levels.
7
Click
Ok
.
Working with Authorizations
The Authorization dialog allows you to restrict the enactment of a workflow step to a specific user or
users only.
To set up authorization lists:
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1
After clicking
Authorization
, the Authorization dialog appears.
2
Click the
Insert
button.
The User/Group ID arrow appears.
3
Click the arrow and select a User or User Group from the list.
Note:
If you select a group, the names of all the members of that group appear in the list.
4
Click
Save
.
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Working with Statements
Statements are conditions that trigger actions. They can range from simple one-line statements to
more complex multi-line statements.
To set up statements:
1
Click the
Insert
button:
2
In the Table column, click the arrow and select the data table to use for this statement.
The Table column lists all the data tables associated with the application for which you are
creating a workflow. It also contains two “non-standard tables” named Workflow_Rule and
Workflow_Step that allow you to create statements for the condition of a rule or step.
3
Click in the Column column, click the arrow; then select the column you want to use for this
statement.
The Column column lists all the columns associated with the table you select in the Table column.
If you select Workflow_Rule the list displays Label, Status, and Time Complete. If you select
Workflow_Step, the list displays Action, Label, Status, Time_Started, Time_Complete, and
Time_Notified. For more information, refer to the “Using the Workflow_Step Column” and “Using
the Workflow_Rule Column” sections later in this chapter.
4
If your statement requires an operator, click in the Operator column, click the arrow; then select
an operator value. Select one of these options:
+
– Add (Column value + Operator value)
-
– Subtract (Column value – Operator value)
*
– Multiply (Column value * Operator value)
/
– Divide (Column value / Operator value)
5
If your statement requires an operator value, specify a value in the <Operator> value column
header or double-click the column header and select a value.
6
Click in the Comparison column, click the arrow; then select the comparison function to use for
this statement. Select one of these options:
<
– Less than (Column value + Operator value < Comparison value)
>
– Greater than (Column value + Operator value, Comparison value)
=
– Equal to (Column value + Operator value = Comparison value)
>=
– Greater than or equal to (Column value + Operator value >= Comparison value)
<=
– Less than or equal to (Column value + Operator value <= Comparison value)
!=
– Not equal to (Column value + Operator value != Comparison value)
in
– In (Column value + Operator value
in
Comparison value)
not in
– Not in (Column value + Operator value not in Comparison value)
like
– Like (Column value + Operator value
like
Comparison value)
not like
– Not like (Column value + Operator value not like Comparison value)
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between
– Between two values (Column value + Operator value betweenComparison value)
not between
– Not between (Column value + Operator value not between comparison values)
7
Click in the Value column and specify the value to use for this statement. When creating
statements that require status values, double-click the column header to view a browse list of
acceptable values.
8
To combine two statements or compare more than one value, click in the Logical column and
select one of these options:
Or
– If one or more conditions or other conditions must exist before statement can be true, select
the
Or
option. For example, if you have a two line statement the first line OR the second line can
be true for the whole statement to be true.
And
– If multiple conditions must exist before the statement can be true, select the
And
option.
For example, if you have a two line statement, both lines must be true before the whole statement
can be true.
And any
If the first line and ANY of the subsequent lines must exist before the statement can be
true, select the
And Any
option.
Or any
– If the first line OR any of the subsequent lines must exist before the statement can be
true, select the
Or Any
option.
Next Line
– Use the Next Line option to consider one database column in relation to a second
database column to determine the records to select. For example, to create a statement that
selects parts with a unit price (part.unit_price) that is greater than or equal to 20% more than the
wholesale unit cost (part.whsale_unit_cost), you would specify these two lines:
You can combine more than one Next Line statement. For example, to create a statement that
selects parts with a unit price greater than or equal to 20% of the wholesale unit cost but less than
or equal to 50% of the wholesale unit cost, you would specify these two lines:
You can also create Next Line statements that search for information across two different
database tables. For example, to search for all part IDs that have been used in customer order
lines, you would specify these lines:
9
When you have finished setting up your statement, click
Ok
.
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Using the Workflow Rule Table
In a typical workflow, you create statements for tables within an application (for example,
PURCHASE_ORDER for the Purchase Order application). However, some workflows require that
you create a statement for the condition of a specific rule or step. To allow the creation of rule and
step statements, Workflow provides non-database tables, such as Workflow_Rule and
Workflow_Step. These tables allow you to create statements for status and time conditions. For
example, you can set a time condition for a step that must be completed by a specific date.
Creating a Workflow Rule/Step Label Statement
A statement containing a Label value affects the current rule. The trigger for the Label value is the
name of the current rule in the Label field.
For example, the label name of this rule is “PO, $10000.”
To create a Workflow Rule/Statement Label statement:
1
If necessary open a Rule Properties dialog.
2
Click the
Insert
button.
3
In the Table column, click the arrow and select either
Workflow_Rule
or
Workflow_Step
.
4
Click in the Column column, click the arrow and select
Label
.
5
If the statement requires a value in the <Operator> Value or <Comparison> Value column, specify
the label name of the current rule.
6
For more information on completing workflow statements, refer to the “Working with Statements”
section.
Creating a Workflow Rule/Step Status Statement
A statement containing a Status value affects the current rule. The trigger for Status is the value in the
Status field. The Status field is read-only and displays “Complete” when VISUAL has completed the
current rule or “InProcess” when VISUAL has started, but not completed, the current rule.
To create a Workflow_Rule Status statement:
1
If necessary open a Rule Properties dialog.
2
Click the
Insert
button.
3
In the Table column, click the arrow and select either
Workflow_Rule
or
Workflow_Step
4
Click in the Column column, click the arrow; then select
Status
.
5
If the statement requires a value in the <Operator> Value or <Comparison> Value column, specify
one of these values:
InProcess
– The statement requires that the status of the current rule is in process. The
InProcess
value is case and space sensitive.
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Complete
The statement requires that the status of the current rule is complete. The
Complete
value is case sensitive.
6
For more information on completing workflow statements, refer to the “Working with Statements”
section.
Creating a Workflow Step Time Started Statement
A statement containing a Time Started value affects the previous step. To calculate this value,
Workflow looks at the Started on section in the previous Step Properties dialog.
To create a Workflow_Step Time Started statement:
1
If necessary open a Step Properties dialog.
2
Click the
Insert
button.
3
In the Table column, click the arrow; then select
Workflow_Step
.
4
Click in the Column column , click the arrow, then select
Time_Started
.
5
If the statement requires a value in the <Operator> Value or <Comparison> Value column,
double-click the column’s header.
6
In the Offset section, select the time for your operator value; then click the
OK
button.
7
For more information on completing workflow statements, refer to the “Working with Statements”
section.
Creating a Workflow Step Time Last Notified Statement
A statement containing a Time Notified value affects the previous step. To calculate this value,
VISUAL looks at the Last Notified field in the Step Properties dialog of the previous step.
To create a Workflow_Step Time Notified statement:
1
If necessary open a Step Properties dialog.
2
Click the
Insert
button.
3
In the Table column, click the arrow and select
Workflow_Step
.
4
Click in the Column column, click the arrow; then select
Time_Notified
.
5
If the statement requires a value in the <Operator> Value or <Comparison> Value column,
double-click the column’s header.
6
In the Offset section, select the time for your operator value; then click
OK
.
7
For more information on completing workflow statements, refer to the “Working with Statements”
section.
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Creating a Workflow Rule Time Complete Statement
A statement containing a Time Complete value affects the current rule. The trigger for the Time
Complete value is the date in the Date/Time field of the current rule.
To create a Workflow_Rule Time Complete statement:
1
If necessary open a Rule Properties dialog.
2
Click the
Insert
button.
3
In the Table column, click the arrow and select either
Workflow_Rule
or
Workflow_Step
.
4
Click in the Column column, click the arrow; then select
Time_Complete
.
5
If the statement requires a value in the <Operator> Value or <Comparison> Value column,
double-click the column’s header.
The calendar dialog appears.
6
In the Offset section, select the time for your operator value; then click the
OK
button.
7
For more information on completing workflow statements, refer to the “Working with Statements”
section.
Viewing Workflow Status Codes
The Workflow Status Codes window displays a list of database tables, status column names, and
status values. This window also displays the actual text that appears in status fields. For example, the
Status field in Purchase Order Entry displays values such as
Firmed
,
Released
, and
Hold
. The
corresponding status values in the Purchase_Order database table are
F
,
R
, and
H
.
Use the Workflow Status Codes window as a reference when creating Workflow statements that
require condition comparisons on status columns.
Opening the Workflow Status Codes Window
To open the Workflow Status Codes window:
1
On the Admin menu, select
Application Global Maintenance
.
2
On the Maintain menu, select
Workflow Codes
.
The Workflow Status Codes window appears.
This information is shown in the Workflow Status Codes Window:
Language
– Click the arrow to view a list all supported languages in the system.
Status Text
– The actual text that appears in the status field of a particular application. For
example, when the value “C” appears in the STATUS column of the PURCHASE_ORDER table,
the status field in Purchase Order Entry displays “Closed.” You can edit status text for any
language except USA.
Working with Statements
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Status Value
– The actual value that appears in the status column of the database table. You
cannot edit this field.
Table Name
– The name of the database table.
Column Name
– The name of the status column in the corresponding database table.
Changing Status Text Language
You can edit definitions in the Status Text column to support other languages. You cannot edit
definitions for the USA language code.
To change the status text language:
1
In the Status Text column, change the text from English to another supported language.
2
Click the
Copy to Language ID
button.
3
In the Copy to Language ID list, select the ID of the language to copy the status definition.
4
Click
Ok
.
Selecting Workflow Preferences
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Selecting Workflow Preferences
To access the Workflow Preferences dialog, select
Preferences
from the Options menu.
You can select these preferences for Workflow:
Rotation Angle
– Specify the angle to which you want to rotate the Workflow window.
Delete on right-click menu
– To display the delete command on the right-click menu, select the
Delete
on Right-click menu check box.
Logging Level
– Specify the number of “undo” levels to track. The greater the quantity of undo levels,
the greater the memory usage.
Make Tasks in
– Click the arrow and select where to make your Workflow tasks. You can select:
VISUAL Task List
– To create tasks only in VISUAL’s task list, select the
VISUAL Task List
option.
Outlook
If you use Microsoft® Office Outlook® and want to create tasks only for Outlook, select
the
Outlook
option.
Both
– To create tasks in VISUAL’s task list and in Outlook, select the
Both
option.
ECN and Purchase Requisitions Tasks
– Click the arrow and select where to create your
Engineering Change Notice and Purchase Requisition tasks. You can select:
Task Table Only
Outlook and Task Table
In the E-mail Settings (SMTP) section, set this outgoing email server information:
Auto Discover
– To detect your settings, select the
Auto Discover
check box. If you select this
setting, you do not need to make any other settings.
Server Name
– Specify the name of your outgoing email server.
Email Address
– Specify the email address to use as a From email address.
MS Exchange User Name
– If you are using MS Exchange, specify the User Name.
Display Name
– Specify a From name.
Logging Workflow Timer Events
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Logging Workflow Timer Events
If you would like to keep a record of all workflow timer events, you can enable the WORKFLOW.LOG
file.
1
Select
Admin
,
Preferences Maintenance
.
2
Find the LogWorkflowEvents entry in the Workflow section. If it does not exist, click the Insert
button and add the entry to the preferences table.
3
In the Value field, specify Y.
The system records workflow timer events in the WORKFLOW.LOG file. The system stores the
file in the same directory as your VISUAL executables.
Using the Workflow Tracker
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Using the Workflow Tracker
Workflow Tracker is primarily a view only application that allows you to monitor the status of workflow
documents. Each step section in the work area displays a color-coded border to indicate where the
workflow started, which steps have been completed, and the current step.
With the appropriate permissions, you can manually complete a step in the process or print workflow
reports.
Opening Workflow Tracker
You can start the Workflow Tracker from the Admin menu of the main menu or click the Workflow
Tracker button in any document that has an associated workflow.
Note:
A highlighted Workflow Tracker button indicates that the document has an associated
workflow. A shaded button indicates there is no associated workflow.
To start the Workflow Tracker from an application (for example, Purchase Requisition Entry or
Purchase Order Entry) that has a workflow document in process, do one of these actions:
Click the
Workflow Tracker
button on the main toolbar of the application.
On the Info menu, click
Workflow
.
To start the Workflow Tracker from the main window:
1
On the Admin menu of the main window, click
Workflow Tracker
.
2
Click the
Application Area
arrow and select the application area where you created the template.
3
Click the
Document ID
button and select the workflow to open.
VISUAL creates a unique workflow document is for every enactment of the workflow.
4
Click
Ok
.
The workflow you selected appears in the Workflow Tracker window.
Understanding Color Codes in Workflow Tracker
The color of each step in the workflow shows the status of the step:
Blue
– A blue dash outline indicates the starting workflow step.
Black
– A black dash outline indicates a completed workflow step.
Yellow
– A yellow dash outline indicates the current workflow step.
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Viewing Rule Status Information
To view the status of a workflow rule:
1
Right-click the rule for which you want to view status information.
The Rule Properties dialog appears.
2
View status information in these fields:
Status
– Indicates whether the task or authorization is complete or in process.
Completed by
– Indicates who completed the task or authorization.
Date/Time
– Indicates when the task or authorization was completed.
Viewing Step Status Information
To view the status of a workflow step:
1
Right-click the step for which you want to view status information.
The Step Properties dialog appears.
2
View status information in these fields:
Status
– Indicates whether the workflow step is complete or in process.
Started On
– The date when VISUAL first evaluated this step. This date does not change.
Last notified
– The date when VISUAL last evaluated the step. This date changes each time
VISUAL evaluates the step.
Completed
– The date when VISUAL completed the step.
Marking a Step Done
With appropriate permissions, you can manually override an authorization. For example, when a rule
requires the authorization of a user who is on vacation, you can mark the step done so that the
workflow can continue to the next step.
To mark a step done:
1
Right-click the rule to authorize.
2
In the menu, select
Mark Done
.
The workflow continues to the next step.
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Marking a Step Undone
With appropriate permissions, you can revert the state of an authorization to an undone condition.
To mark a step undone:
1
Right-click the rule to authorize.
2
In the menu, select
Mark Undone
.
The workflow reverts to an undone condition.
Printing a Workflow Tracker Diagram
To print a Workflow Tracker diagram, do one of these actions:
On the Main toolbar, click
Print
.
On the File menu, select
Print
.
Using the Workflow Gatekeeper
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Using the Workflow Gatekeeper
While the Workflow Tracker shows you what is occurring within the confines of a specific workflow,
the Gatekeeper allows you to view all of the related processes as they relate to the current Workflow
Template. For example, if you are viewing a workflow that incorporates Purchase Orders, you can
use the Gatekeeper to view all of the rules within the workflow and all of your processes at that rule
awaiting action—too many purchase orders at one rule may indicate a bottleneck.
This allows you to view what steps have and have not been completed, thus indicating where
possible bottlenecks may be occurring. This allows management to view the overall effectiveness of
the workflow as it relates to VISUAL as a whole and helps in the design of more efficient workflows.
To start and use the Gatekeeper:
1
Open the Workflow Tracker or Workflow Designer and select the Template Name and Document
ID in the Open Existing Workflow dialog.
The Workflow Tracker opens populated with the document you selected.
2
Click the
Gatekeeper
toolbar button.
The Gatekeeper window opens populated with the rules at which VISUAL encounters processes
awaiting action.
A graphical representation of the number of records awaiting at each rule appears in the
Gatekeeper.
Note:
If you have a wide range of records, you can use the Bar Scale to change the graphical
representation.
3
To view the records at a specific rule, double-click the rule in which you are interested.
The Bottleneck List window appears populated with the records at the rule you selected.
4
To view the document on a line in the table, double-click the line in which you are interested.
VISUAL populates the Workflow Tracker window with the document you selected.
5
To close the Bottleneck List window, click
OK
.
6
To close the Gatekeeper window, click
OK
.
Using the Workflow Gatekeeper
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Allocation Utilities
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Chapter 10: Allocation Utilities
This chapter includes this information:
Topic Page
What is the Allocation Utility?........................................................................................................ 10–2
Allocation Processing ................................................................................................................... 10–2
Behind the Scenes of the Allocation Process ............................................................................... 10–3
Setting Up and Running the Allocation Utility ............................................................................... 10–3
Understanding Allocation .............................................................................................................. 10–4
What is the Allocation Utility?
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What is the Allocation Utility?
The Allocation Utility performs soft allocations of supply quantities to customer order demand in a
“batch mode.” Use the Allocation Utility to establish allocations, or “links,” of supply to customer
orders by part and/or warehouse and decrease the time you would normally spend in Customer Order
Entry looking for suitable links of supply for customer orders, one line at a time.
Allocation is by site.
Allocation Processing
The Allocation Utility performs allocations in two modes: by part and by warehouse. Allocation by part
commits supply to demand irrespective of warehouse; allocation by warehouse commits supply to
demand from the same warehouse.
De-allocation
Before creating new allocations, you can remove existing allocations. Permission to do this, to “de-
allocate,” is controlled first by the REALLOCATE setting on the demand/supply link record.
If REALLOCATE is set to
No
on the link, the Allocation Utility does not de-allocate the link.
If REALLOCATE is set to
Yes
on the link record, the Allocation Utility references the customer
REALLOCATE setting.
This allows a given allocation to be “fixed” by the user, regardless of the customer setting.
During the entering of Customer Types in Accounting Entity Maintenance, you can specify, per type, if
reallocation is a default setting. In Customer Maintenance, when you select a Customer Type for a
customer, this default carries over to the customer. You can, however, override this setting by
selecting or clearing the Reallocate check box as appropriate.
Note:
The REALLOCATE function does remove the allocation, but it puts it back, together with any
new allocations, when the allocation utility is run. To fully remove an allocation, you must manually
remove the allocation.
Sequencing
The first step in performing allocations is the proper sequencing of supply and demand. The first
material available to the Allocation Utility is on-hand inventory. After the inventory has been
committed, the Allocation Utility sequences future supply orders by due date. Relevant supply order
types include purchase orders, work orders, work order coproducts, IBTs, and possibly planned
orders.
What is the Allocation Utility?
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The first set of demand orders the Allocation Utility considers are back orders sequenced by rank and
due date. It sequences other demand orders by rank (priority) according to customer type and due
date.
The Allocation Utility considers only customer orders as demand.
Behind the Scenes of the Allocation Process
Allocation is done by site. The Allocation utility allocates supply to demand in three passes:
1
It attempts to allocate on hand inventory to demand orders in rank (priority), due date order.
If supply is sufficient and committed to all demand orders, allocation is complete. If not, pass 2
and 3 are still available.
2
Allocate on hand inventory to demand in rank, due date order, up to the fill rate on the order.
3
Allocate remaining on hand inventory and future supply orders to demand orders in rank, due
date order until supply runs out.
Orders that received fill rate allocation in pass two are eligible to receive future supply allocation
in this pass.
The Allocation Utility only considers demand orders that have a ship date within the allocation
fence.
During allocation by warehouse, the Allocation Utility disregards any orders that do not have
Warehouse IDs.
Setting Up and Running the Allocation Utility
To set up and run the allocation preferences:
1
From the Admin menu, select the
Allocation Utilities
. option.
2
If you are licensed to use multiple sites, click the
Site ID
arrow and select the site to use. If you
are licensed to use a single site, this field is unavailable.
3
To allocate for a range of parts, click the appropriate browse button and select the Starting and
Ending Part IDs to use.
4
To allocate for a range of warehouses, click the appropriate browse button and select the Starting
and Ending Warehouse IDs to use.
Note:
By entering only a Starting ID, VISUAL ignores all parts prior to that ID and includes the ID
and all those after it. By entering only and Ending ID, VISUAL includes all parts up to and
including the ID, and ignores all parts after it.
5
In the Options for allocating inventory section, select these options:
Allocate On-hold Inventory
– To allocate inventory that is currently on-hold, select the
Allocate
On-Hold Inventory
check box. Classify parts as on-hold in Warehouse Maintenance.
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Allocate Unavailable Inventory
– To allocate inventory that is currently unavailable, select the
Allocate Unavailable Inventory
check box. Classify parts as unavailable in Warehouse
Maintenance.
Reevaluate Partial Allocations
– To reevaluate those demands to which it has already made
partial allocations, select the
Reevaluate Partial Allocations
check box.
6
In the Options for Allocating Future Supply section, select these options:
Allocate Future Supply Orders
– To consider supply orders to be received in the future as it
allocates supply to customer order demand, select the
Allocate Future Supply Orders
check
box.
Relevant supply order types include purchase orders, work orders, work order coproducts,
interbranch transfers, and possibly planned orders.
If you select the Allocate Future Supply Orders check box, you can select where to assign the
allocation:
Allocate Unreleased Orders
– To allocate unreleased work order quantities to customer order
demand, select the
Allocate Unreleased Orders
check box.
Allocate Firmed Orders
– To allocate firmed work order quantities to customer order demand,
select the
Allocate Firmed Orders
check box.
7
Click the
Run
toolbar button.
As the Utility carries out your allocation instructions, a progress dialog box appears.
Note:
To stop the allocation before it has finished, click the
Cancel
button.
If the allocation session is successful, a message appears.
8
Click
Ok
.
9
When you have finished allocating, select
Exit
from the File menu.
Understanding Allocation
This example illustrates how the Allocation Utility allocates supply to a customer order for which there
is insufficient stock of on-hand inventory to satisfy demand.
Example scenario:
There is, at the time of order, a quantity of 383 in Warehouse MMC-MAIN.
There is a purchase order for 300 of the same parts due in on 1/10/2008.
There is an unreleased work order for 5,000 due to reach released status on 1/11/2008.
No quantity of this part is on hold or unavailable in warehouse MMC-MAIN.
You would set up the allocation utility as follows:
By selecting the same Starting and Ending Part IDs, VISUAL will allocate supply only for the part you
select.
By selecting the same Starting and Ending Warehouse IDs, VISUAL will allocate supplies from within
that warehouse.
What is the Allocation Utility?
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Because all of the check boxes in the Options for Allocating Inventory section are clear, VISUAL will
only use available supplies for current demand.
Because all of the check boxes in the Options for Allocating Future Supply sections are selected,
VISUAL will try to use orders you expect to receive in the future for demand you expect to need in the
future.
When you run the Allocation Utility, these actions are performed:
On the first pass, the Allocation Utility allocates the 383 parts in inventory in MMC-MAIN to the
customer order according to the customer’s priority and the due date of the order. Because this is the
only order for this part, all 383 parts are allocated to this order. The customer’s priority and fill rate
mean nothing.
On the second pass, nothing occurs because this is the only customer order for this part.
On the third pass, the Allocation utility checks future supply for quantities to allocate to the customer
order. It looks for the earliest date. In the case of unreleased or firmed work orders, the release date,
or in the case of purchase orders, the receive date.
Finding the purchase order with a release date of 1/10/2008, it allocates the purchase order quantity
of 300 to the customer order. Continuing to look, it finds the unreleased work order with a release
date of 1/11/2008 and an order quantity of 5,000, and allocates the remainder to the customer order.
When you open the customer order after running the Allocation utility, “Multiple Links” appears in the
Supply Type column indicting that VISUAL obtained supply for this customer order from more than
one source. In this case, VISUAL obtained supply from inventory, a purchase order, and an
unreleased work order.
In the Customer Order entry window, highlight the order line and select the
Assign Supply to
Customer Order Line
option from the Edit menu. The Supply Links dialog box appears with the three
links of supply the Allocation Utility created appearing in the line item table. See“Customer Order
Entry” on page 7-1 in the Sales guide.
What is the Allocation Utility?
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Data Interchange
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Chapter 11: Data Interchange
This chapter includes this information:
Topic Page
What is Data Interchange? ............................................................................................................11–2
What is EDI?..................................................................................................................................11–2
What is Electronic Commerce? .....................................................................................................11–2
What is Integration?.......................................................................................................................11–3
EDI Requirements .........................................................................................................................11–3
Starting the Generate the Data Import Layouts Window ...............................................................11–5
Inbound & Outbound Layout Process Overview............................................................................11–5
Considerations Before Creating Data Imports Layouts .................................................................11–5
Using the Generate Data Import Layouts Window ........................................................................11–8
Starting the Data Import Exchange Window................................................................................11–24
Importing and Exporting Data In the Data Import Exchange Window .........................................11–24
Running the Data Interchange Utility in Command Line Mode....................................................11–33
Integration Requirements ............................................................................................................11–35
EDI Transaction 850 - Purchase Order........................................................................................11–36
A Glossary of EDI Terms..............................................................................................................11–38
ANSI X12 EDI Transaction Sets ..................................................................................................11–38
Tips for Successful Importing and Exporting ...............................................................................11–44
What is Data Interchange?
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What is Data Interchange?
Electronic Data Interchange (EDI) is an optional module that imports and exports data into and out of
VISUAL. The import and export occurs using VISUAL’s Data Interchange (.VDI) files. There are two
executables that perform this function. VMDIGEN.exe, the Generate Data Import Layouts window,
defines the .VDI file layouts. VMDIXCHG.exe, the Data Import Utility Exchange window, performs the
import or export of data.
If you have the line
EDI Menus=Yes (“Y” or “1” also apply)
in Preferences Maintenance, the system
displays an EDI menu in the main toolbar. You can open all three EDI applications from this menu.
What is EDI?
EDI is the electronic exchange of business documents in a predefined standard format. As a key
component of Electronic Commerce, EDI controls costs, improves quality, increases efficiency, and
gains strategic advantage.
The American National Standards Institute (ANSI) sets the standards for EDI in the United States.
The United Nations standards body, UN/EDIFACT, sets the international standards for EDI. The
ANSI accredited standards committee, X12, is the U.S. representative to the United Nations
standards body. The ASC X12 standards specify the format and data content of electronic business
transactions. Through the use of the standard, all organizations can enjoy the efficiencies of a
common interchange language.
What is Electronic Commerce?
Electronic commerce is a general term that refers to the use of computer and telecommunications
technologies to support trading in goods and services. Some technologies such as EDI, electronic
mail, and electronic funds transfer are already widely used. Some of them (including EDI) require
agreements between trading partners (buyers and suppliers) in order to govern the electronic trading
relationship.
Electronic commerce technologies can be used in any environment where documents are exchanged
between organizations, including procurement/purchasing, finance, trade and transport, health, law
and revenue/tax collection.
The potential benefits for both suppliers and buyers include reduced paperwork and administrative
lead times, more timely business transactions, quicker and easier access to information, and reduced
need to re-key information into computers. These benefits allow agencies to adopt more efficient
purchasing practices such as Just-In-Time, Quick Response, and Direct Store Delivery.
What is Data Interchange?
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What is Integration?
An ideal extension of EDI-capability is to provide a seamless solution between the EDI translation
software and another major application that can utilize incoming data and/or produce outgoing data,
such as VISUAL. The sharing” of data between applications is called Integration. The obvious benefit
of integration is the elimination of redundant data entry. Other benefits include the reduction of errors
due to re-keying, and the reduction of personnel that are necessary for data entry.
The Data Import Utility provides integration capability between VISUAL and your EDI software.
You can directly integrate this information through the Data Import Utility:
Actual Demand Information (Inbound Customer Orders (CPO))
Planning or Forecasting Information (Inbound Master Scheduler/Customer Forecast (PLN))
Actual Cash Receipt information (Inbound Cash Receipts for Invoices (CSH))
Purchase Receipt Acknowledgement (RCA)
Outbound Customer Order and Customer Order Change Acknowledgments (ACK)
Actual Shipment Information (Outbound Advance Ship Notice (ASN))
Actual Accounts Receivable Information (Outbound Invoices (INV))
Vendor Purchase Order Information (Outbound Purchase Orders (VPO))
Warehouse Shipment Advice (WSA)
Integration Requirements
Integration between an EDI translator and VISUAL usually requires the use of integration “maps.”
Both the translation software and VISUAL often require maps that format the data that is brought into
or extracted from the database.
There are many commercially available EDI communication software products that will allow you to
build maps in that software to produce the file formats readable by VISUAL’s data integration module.
Integration with those products is available from our Professional Services Organization as well as
from some of our channel partners.
In order to integrate your EDI data with VISUAL, you must determine which fields VMDIXCHG
populates (inbound data) and from which it extracts (outbound data). To do this, use the the Data
Import Utility Generate Layouts window to define the file layout and select the fields for each record
type.
EDI Requirements
Translation software is required, which has its own hardware requirements. The Data Import Utility
module from Infor Global Solutions is required for integration.
Communication requirements include an Async/Bysync Hayes® compatible modem as well as a
method of transferring data (not provided by Infor Global Solutions), either a Value Added Network
(VAN) account, direct connection to a trading partner, or Internet access.
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In the interest of a timely and cost-effective implementation, Infor Global Solutions will help determine
your EDI implementation requirements by conducting a needs assessment, assisting with an EDI
software purchase, and providing services and support.
Starting the Generate the Data Import Layouts Window
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Starting the Generate the Data Import Layouts
Window
You need to define the .VDI file formats using the Generate Data Import Layouts window before the
Data Import Utility can support any import or export activity. Because the necessary data in any given
application depends on the destination or source, the Data Import Utility requires you to indicate
exactly which data elements it will use. While you are responsible for specifying the elements of each
table, the Data Import Utility controls the sequence of the elements in the file layout.
To start the Generate Data Import Layouts window:
Select
Data Import Generate
from the EDI menu.
Inbound & Outbound Layout Process Overview
Inbound Layout
Once you know the data fields you are importing, use the Generate Data Import window to define a
.VDI file layout to match the data with the proper VE fields. After you complete this, the Data Import
Exchange window expects to import a file that matches the layout.
Outbound Layout
Use the EDI implementation guide from your trading partner or sample EDI data to determine which
data fields you need to extract from your database in order to create the necessary EDI file. Then use
the Data Import Generate Layouts window to select the fields, design the exported file layout, and
record definitions. Finally, use the EDI mapping software to translate the data into the EDI software
for transmission to your trading partner.
Considerations Before Creating Data Imports Layouts
This section contains some basic information about creating Data Import layouts. After this section,
specific instructions for creating layouts of each type appear.
Caution:
The data you are exporting may be sensitive; therefore, you may want to limit
accessibility to VMDIGEN.exe. Use Security Maintenance to control user access.
Starting the Generate the Data Import Layouts Window
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Accessing Layouts
The Key/Version and Description buttons allow you to select a layout from the list of existing layouts.
Once you have created and saved a layout, you can access it using either of these buttons.
File Types
Outbound files can have a file type of either Single or Multiple; Inbound files may only have a File
Type of Single. For this type, the Multiple radio button is unavailable.
Record and File Naming
The Multiple file type writes each record type to a separate file. VISUAL imports and exports Header
tab fields as records beginning with the letters HDR.; the .VDI file name ends in the letter H. For
example, ACK0001H.VDI contains the HDR records exported for layout 0001. Header Special Detail
tab fields are records beginning with the letters SDL; the .VDI file name ends in the letter D. The Line
Item tab fields are records beginning with the letters LIN; .VDI file name ends in the letter L. The Sub
Line Item tab fields are records beginning with the letters SUB; .VDI file name ends in the letter S.
The Additional Line Item tab fields are records beginning with the letters ASL; .VDI file name ends in
the letter A.
Tab Access
All 5 tabs described above are available to the
ASN
and
WSA
keys. The
ACK
,
CPO
, and
VPO
keys
allow you access to the Header, Line Item, and Sub Line Item tabs. The
CSH
,
INV
, and
RCA
keys
allow you access to the Header and Line Item tabs. The
PLN
key allows you access to the Header
tab.
File Styles
Fixed File Style
A fixed file indicates that the data in the .VDI file(s) will always occupy the same “fixed” space for each
field and record. For example, if you have selected the Part ID in the Line Item tab of your VMDIGEN
layout, and the layout shows the Part ID as being 30 characters long at position 25, then each time
you export the Part ID for the LIN records of this layout, it will begin at position 25 and will take up 30
character positions. Typically, the Data Import Exchange module blank fills the unused portion of any
alphanumeric fields and zero fills the unused portion of any decimal or number fields.
Starting the Generate the Data Import Layouts Window
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Fixed Style and Newline
If you select Fixed as the File Style, you can also choose from the Record drop-down list. For
example, if you want fields in the records to appear in fixed positions (per layout) and each record to
appear on its own line, you would choose Fixed as the file type and then Newline from the record
drop-down list. For Fixed layouts for which you have selected nothing from the record drop-down,
VISUAL normally imports or exports all records on the same line.
Delimited File Style
If you select Delimited as the style, you also need to select a delimiter for the end of each record, and
the character VISUAL should use to separate each field in the record. For example, if you have
selected the Part ID in the Line Item tab of your Delimited VMDIGEN layout, and Newline is your
record type, Comma your field delimiter, your data would be:
LIN,02001,1,PRODUCT_P,55
LIN,02001,2,PRODUCT_Q,18
Immediately after the last bit of data in the Part ID field would be a comma, followed by the start of the
next field. At the end of each record, VISUAL starts a new line for the next record. In the example
above, 02001 is the Customer Order ID, followed by the Line Number, the Part ID, and the Quantity.
The example uses Newline as the record delimiter, so each LIN record appears on its own line. The
Delimited style does not blank-fill or zero-fill the unused portion of any exported fields – only the
actual data is exported (and VISUAL only expects to find the actual data in the VDI file you are
importing).
Accessibility to Buttons and Boxes
For keys ASN, ACK, INV, RCA, VPO, and WSA the Inbound radio button is unavailable; for keys
CPO, PLN, and CSH, the Outbound radio button is unavailable.
Several buttons and boxes are accessible to you only for CPO layouts. As a result, those buttons and
boxes are unavailable for all other layouts. The fields you can use for CPO layouts are the Inbound
Duplicates Rule button (listed to the right of the fields on the Header tab, these buttons handle the
Update, Reject and Replace functions); the Delete Unshipped Lines checkbox (listed to the right of
fields on the Line Item tab); and the Delete Unshipped Schedules checkbox (listed to the right of fields
on the Sub Line Item tab).
Accessibility to Options Menu Choices
Keys CSH, CPO, and ACK are the only keys for which you can select special settings. For keys ASN,
INV, PLN, and VPO, the special settings options are unavailable.
The Options menu option Flush Temp. Cash Tables is only available for key CSH.
The Options menu option Print Length Discrepancies is available for all keys.
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Mandatory Fields
When selecting data fields for any layout key, you may notice that certain fields under each tab are
selected by default and some are simply unavailable. Fields selected by default are Mandatory fields
for the key with which you are currently working. Any inbound CPO, PLN, or CSH Data Import layouts
and .VDI files must contain the Mandatory fields in order to import properly. Also, any outbound ASN,
ACK, INV, RCA, VPO, and WSA layout automatically exports these Mandatory fields as part of the
tabs you use in the layout.
Hidden Fields
When selecting data fields for the CPO layout key, you may notice that certain fields under each tab
are not visible among the Data Import layout fields. VISUAL addresses these fields; they are
classified as Hidden for the CPO. As a result, you can’t import data to those fields.
The database fields still exist (as you can easily verify – see your System Administrator for more
information). The only field hidden in the VPO key is the Purc_Line_Del.Del_Sched_Line_No (in the
Sub Line Item tab). There are no hidden fields for keys ACK, ASN, CSH, INV, or PLN. If interested,
please see the available Hidden field listing.
Default Layouts
When you start VMDIGEN for the first time, the program creates pre-defined Default layouts for the
seven available layout keys and assigns each a version number of 0000. You can use these default
layouts as you would any manually created layout, meaning you can modify or delete them. If you do
delete a layout, the Data Import Utility recreates the layout automatically the next time you start the
program. If interested, please see the available Default field layout listings.
Using the Generate Data Import Layouts Window
Creating ACK Layouts (Customer Acknowledgements)
1
From the Key/Version list box, select
ACK
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for ACK are HDR, LIN, and SUB.
3
Select the appropriate file style from the File Style section.
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The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need to select a delimiter for the end of each record and the
character VISUAL should use to separate each field in the record. Please see the detailed
description of Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
From the Options menu, select
Special Settings
or click the
Special Settings
button on the main
toolbar.
The Special Settings dialog box appears. The ACK tab has the default position. You cannot select
the other tabs.
Select the appropriate option:
Original Orders Only (855)
- Select this option button to acknowledge original customer orders
only. Original orders are orders with the EDI Release checkbox selected but not the Order
Changed checkbox. These check boxes appear in the EDI tab of the Customer Order Entry
window.
Change Orders Only (865)
- Select this option button to acknowledge changed customer orders
only. Changed orders are orders with both the EDI Release checkbox selected
and
Order
Changed checkbox selected. These check boxes appear in the EDI tab of the Customer Order
Entry window.
When you update an existing order using Data Import Exchange, VISUAL selects the Order
Changed checkbox. When you manually make changes to new orders in Customer Order Entry,
you have to manually mark the Order Changed checkbox. You can clear the checkbox if you
mistakenly change an order prior to exporting your 855 ACK documents.
If multiple 865 layouts exist for the same customer, the 865 ACK is only exported one time per
change. That is, if you have orders with Order changed checkbox marked and you export 865
ACK, you cannot export the same orders with another layout -- unless you first re-select the
checkbox.
Both Original and Change (ORDRSP)
- Select this option button to acknowledge both original
and changed customer orders.
When you update an existing order using Data Import Exchange, VISUAL selects the Order
Changed checkbox. When you manually make changes to new orders in Customer Order Entry,
you have to manually mark the Order Changed checkbox. You can clear the checkbox if you
mistakenly change an order prior to exporting your 855 ACK documents.
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If multiple 865 layouts exist for the same customer, the 865 ACK is only exported one time per
change. That is, if you have orders with Order changed checkbox marked and you export 865
ACK, you cannot export the same orders with another layout -- unless you first re-select the
checkbox.
The Data Import Utility includes Customer Order Acknowledgment Codes on every line item (LIN
record) of your ACK (this applies to 855 as well as 865 documents). You can enter and maintain
common Customer Order Ack Codes using in Application Global Maintenance. If the codes your
trading partner requires you to use are not in the default list, you may add them. For more
information, refer to the “Application Global Maintenance” chapter.
When your EDI order is saved or received via VMDIXCHG, all customer order line items have
your default code on them. For example, some clients use the IA code (Item Accepted), some use
AC (Item Accepted and Shipped), and others might use some mutually-agreed upon code. You
can add as many codes as you need. Do this in Customer Maintenance. For more information,
refer to the “Customer Order Entry” chapter.
Click
Ok
to commit these settings.
5
Begin to define a record layout. See the section Defining Record Layout later in this chapter for
more information.
6
In Customer Order Entry, customer order line items receive the default code you chose for the
customer. Before exporting your ACK documents, you may find one of your line items requires a
code other than the default. For example, you may have IA as your default, but need to send IH
(Item on Hold) for this one line item.
In that case,
Open Customer Order Entry and find the order.
Highlight the line item and scroll over to the far right of the line item table.
Select the Ack Code field and choose the code.
Save the order.
7
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating ASN Layouts
1
From the Key/Version list box, select
ASN
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for ASN are HDR, SDL, LIN, SUB, and ASL.
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
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Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing VISUAL that the data in the .VDI file varies
in size. You also need toselect a delimiter for the end of each record and the character VISUAL
should use to separate each field in the record. Please see the detailed description of Delimited
styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter
Creating CPO Layouts in VMDIGEN
If you are licensed to use multiple sites, use caution when defining and using a CPO layout. Since you
specify the Allocations Require Warehouse/Location setting (DDP) on the accounting entity record,
some of your entities may require you to specify warehouse IDs/locations in allocations (DDP
enabled) while others do not. Sites assigned to an accounting entity inherit the accounting entity’s
setting. As a result, the warehouse ID in all CPO layouts is optional.
If you plan to use a CPO layout in conjunction with a site that is DDP enabled, you must select a CPO
layout that contains a Warehouse ID. If you import a .vdi without a warehouse ID to a site that
requires the warehouse, the file import will fail.
If your site is DDP enabled, all customer order lines in the .vdi file must include the warehouse ID.
Otherwise, the file import will fail.
If your site is not DDP enabled, you can include a warehouse ID in a CPO layout even though the site
does not require a warehouse. If a warehouse is specified in the .vdi file, then the warehouse ID will
be inserted in the customer order line. If a warehouse is not included in the .vdi file, the file import will
still be successful because the site does not require the warehouse.
1
From the Key/Version list box, select
CPO
and then enter a version for the layout in the adjacent
field.
2
In the Description field, enter a description for the layout key. Click
Description
to choose a
predefined layout key description.
3
From the File Style section, select the appropriate file style.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- Choose this option if you want the data in the .VDI file(s) to always occupy the same
“fixed” space for each field and record.
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Delimited
- Choose this option if the data in the .VDI file varies in size.
4
Select the appropriate delimiter for the end of each record, and a character to separate each field
in the record.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own line),
choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
5
Click the
Header
tab and choose the appropriate Inbound Duplicates Rule for headers, line items,
and delivery schedules.
Note:
The Update check box must be selected in the Header Inbound Rule section to use Line
Item Duplicate and Delivery Schedule Duplicate features.
During the import of data, the Data Import Utility checks the import file records to see if duplicate
data exists. Duplicate data has the same primary key in the targeted VISUAL table.
For CPO imports, a duplicate customer order has the same Customer Order ID as an order that
already exists in the database.
If a quantity exists in the SUB record, VISUAL compares the quantity of the first delivery schedule
to it, and then updates it with the quantity with the difference between the two. If the first delivery
schedule is less than the fab build qty, and you are using the Fab Build Quantity as your base,
VISUAL reduces the first delivery schedule qty to 0. If there is no fab build qty at the time of
import, VISUAL imports the first delivery schedule qty in the VDI file (as if you had chosen to
import as discrete).
6
Select Header, Line Item Duplicate, and Delivery Schedule Duplicate options:
Header
Insert
- Select the
Insert
check box to allow the insert of new customer orders
Update
- Select the
Update
check box to allow the update of existing customer orders
Line Item Duplicate
Insert
- Select the
Insert
check box to allow the insert of new line items.
Update
- Select the
Update
check box to allow the update of existing line items.
Delivery Schedule Duplicate
Insert
- Select the
Insert
check box to allow the insert of new delivery schedules.
Update
- Select the
Update
check box to allow the update of existing delivery schedules.
7
Choose a method of calculating quantity:
Cumulative
- Select the
Cumulative
option button to use the difference between prior values and
the delivery schedule value.
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Discrete
- Select the
Discrete
option button to import the actual delivery schedule quantities
included in the SUB (delivery schedule) records of the CPO VDI file. VISUAL performs no
calculations or computations.
8
Choose a Cumulative Base:
Shipped Quantity
- Select the
Shipped Quantity
option button to use the actual ship quantity
plus any adjustment as the starting point.
Fab Build
- Select the
Fab Build
option button to use the Fab Build Quantity as the starting point.
9
Select these check boxes as they apply to the CPO layout you are creating:
Mark EDI Blanket Flag
- To mark the imported customer order as a Blanket order when you run
VMDI Exchange for a CPO layout, select the
Mark EDI Blanket Flag
check box.
Update Dispatched Orders
- If you have DCMS installed and you want VMDI Exchange to
update the customer orders with information from the .VDI file, select the
Update Dispatched
Orders
check box.
10
Click the
Line Item
tab and select the
Delete Unshipped Lines
check box to delete any
unshipped lines on an order before updating with updated data from a new .VDI file. This feature
is useful for customers whose trading partners insist that they delete any customer order line
items not shipped on an order prior to receiving updates for that order.
If you select to Delete Unshipped Lines, this warning message is shown:
“This will delete ALL unshipped lines on matching imported customer order headers regardless of
which lines are imported. Processing will also delete ALL unshipped delivery schedule lines for
those customer order lines containing delivery schedules.”
11
Click the
Sub Line Item
tab and select the
Delete Unshipped Schedules
check box to delete
any unshipped delivery schedules on an order before updating with updated data from a new .VDI
file. This feature is useful for customers whose trading partner insists that they delete any
customer order delivery schedule lines not shipped on an order prior to receiving in updates for
that order.
If you select to Delete Unshipped Schedules, this warning message is shown:
“This will delete ALL unshipped delivery schedule lines of those matching customer order line(s)
being imported.”
12
Click the
Line Item
tab and begin to establish Match Fields.
If you have chosen Update (see step 6) as your inbound rule, you can choose how to determine
line item matches for your CPO layout. If you do not choose any line item match fields, VISUAL
updates line items based on a match of the Part ID. If you have multiple line items on an order for
the same Part ID, it will only update the first occurrence of the part. You may need to choose
additional match fields to avoid that problem.
It is possible to use the line item number as a match field, but many EDI trading partners don’t use
the line item number in the incoming data. You may need to use other fields to determine the
correct line item for update.
To solve the problem of matching on the line item number, choose other fields for VISUAL to send
in the line item. You can choose a combination of fields that allow you to create a unique line item
in the order. If the combination you have selected does not determine unique line items, you will
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need to add more fields to your match criteria until you find the right combination. For example,
Part ID and EDI Release Number may determine a unique line item for your order. If that’s not
unique, try adding the Shipto ID field.
Note:
If you use the line item number field as part of your match criteria, VISUAL ignores all other
match fields and the line item number determines the match.
Also, if you have delivery schedules on your line items, do not use the Desired Ship Date field as
part of your match criteria. VISUAL uses the Desired Ship Dates in all of the delivery schedules
for the line item and finds the earliest date, and then updates the Desired Ship Date field on the
line item with that date. If you use delivery schedules, make an effort to avoid using the Desired
Ship Date field as part of your match criteria.
If you are not using delivery schedules, the Desired Ship Date is fine to use as part of your match
criteria.
In the Available Match Fields data field, highlight the field to add.
Click the
Right
Arrow to move the field into the Selected Match Fields section date field.
Repeat this procedure for each line.
13
Select
Special Settings
from the Options menu or click the
Special Settings
button on the main
toolbar.
The Special Settings dialog box appears. The CPO tab has the default position. You cannot select
the other tabs.
14
Select the appropriate options:
Select the
Auto Generate CO ID
check box to generate the Customer Order ID for you. After
selecting this check box, you must enter a Prefix Token for use in your VDI file.
During the exchange of EDI data, VISUAL replaces the token with the actual generated Customer
Order ID.
With the Autogenerate CO ID check box selected, VISUAL generates unique Customer Order IDs
for incoming EDI customer orders. You cannot, however, use this feature if order details may
change, because VISUAL has no way of matching the original order with the incoming changes to
the order. Use this feature for unique, discrete customer orders that you are sure will not change.
15
Enter a prefix token in the Prefix Token field.
During the exchange of EDI data, VISUAL looks for this token in the 4th column on each header,
line, and subline in your VDI import file.
16
Click
Ok
to commit the special settings.
Creating CSH Layouts
1
From the Key/Version list box, select
CSH
and then enter a version for the layout in the adjacent
field.
2
From the Options men, select
Special Settings
or click the Special Settings button on the main
toolbar.
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The Special Settings dialog box appears. The CSH tab has the default position. You cannot select
the other tabs.
Select the appropriate search option:
Search Invoices Based on:
Invoice ID
- VISUAL searches invoices based on Invoice ID
Packlist ID
- VISUAL searches invoices based on Packlist ID
BOL ID
- VISUAL searches invoices based on BOL ID
ASN ID
- VISUAL searches invoices based on ASN ID.
3
Click
Ok
to commit these settings.
4
To flush out the temporary cash tables, select
Flush Temp. Cash Tables
from the Options menu.
5
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating INV Layouts
1
From the Key/Version list box, select
INV
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for INV are HDR and LIN.
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need to select a delimiter for the end of each record and the
character VISUAL should use to separate each field in the record. Please see the detailed
description of Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
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4
Click
Ok
to commit these settings.
5
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating PLN Layouts
1
From the Key/Version list box, select
PLN
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file. The only available record type for
used for PLN is HDR. PLN documents are imported from single files only. No multiple file option is
available.
Multiple file
- Not available for layout PLN
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need to select a delimiter for the end of each record and the
character VISUAL should use to separate each field in the record. Please see the detailed
description of Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
From the Header Tables tab, select the appropriate inbound duplicates rule.
During the import of data, the Data Import Utility checks the import file records to see if duplicate
data exists. Duplicate data has the same primary keys in the targeted VISUAL table.
In the case of PLN imports, a duplicate forecast has the same Customer ID, Forecast ID and Part
ID as a forecast that already exists in the database.
Update
- Select this option to examine the 3-field key above and update the forecast the data
from the .VDI file if it finds a match. If VISUAL finds the same dates in the forecast in both the .VDI
file and in VISUAL, it updates the records; if it finds new dates in the .VDI file, it adds the records.
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Reject
- Select this option to ignore data in the .VDI file that has the same primary keys as data in
the target VISUAL table. In the case of PLN imports, if VISUAL finds a match on the 3-field key it
will throw out the .VDI file forecast (leaving the forecast in VISUAL untouched) and write an entry
to the log file. No information is written to the database for the forecast and no dates are
examined.
Replace
- Select this inbound rule and VISUAL, if it finds a match on the 3-field key, eliminates all
of the records for that forecast from VISUAL and import them instead from the .VDI file. As with
the Reject Duplicate inbound rule, VISUAL does not examine any dates. The only option that
addressed the required date field is the Update inbound rule.
5
Click
Ok
to commit these settings.
6
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating RCA Layouts
1
From the Key/Version list box, select
RCA
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for RCA are HDR, LIN, and SUB.
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need to select a delimiter for the end of each record and the
character VISUAL should use to separate each field in the record. Please see the detailed
description of Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
Click
Ok
to commit these settings.
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5
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating VPO Layouts
1
From the Key/Version list box, select
VPO
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for VPO are HDR, LIN, and SUB.
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need toselect a delimiter for the end of each record and the
character VISUAL should use to separate each field in the record. Please see the detailed
description of Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma, Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
Click
Ok
to commit these settings.
5
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Creating WSA Layouts
1
From the Key/Version list box, select
WSA
and then enter a version for the layout in the adjacent
field.
2
Select a File Type, Single or Multiple.
Single file
- The single file type writes all records to one file.
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Multiple file
- The multiple file type writes each record type to a separate file. Available record
types for WSA are HDR, LIN, and SUB.
3
Select the appropriate file style from the File Style section.
The file style refers to the format of the data contained in the .VDI file. You can select:
Fixed
- This style indicates that the data in the .VDI file(s) will always occupy the same “fixed”
space for each field and record.
Delimited
- By selecting this option, you are informing the Data Import Utility that the data in the
.VDI file varies in size. You also need to select a delimiter for the end of each record and the
character to use to separate each field in the record. Please see the detailed description of
Delimited styles in the previous section.
For Record, select from
Blank
,
Newline
, and
Null (Fixed Length)
.
For Field, select from
Blank
,
Asterisk
,
Comma
,
Tab
, or
Null (Fixed Length)
as a delimiter.
Note:
If you are creating a Null (fixed length) layout (i.e. with each record contained on its own
line), choose these settings:
File Style:
Fixed
Record:
Newline
Field:
Null (Fixed Length)
4
Click
Ok
to commit these settings.
5
Begin to define a record layout. See the section “Defining Record Layouts” later in this chapter for
more information.
Defining Record Layouts
On the bottom half of the Generate Data Import Layouts window there are five tabs: Header Tables,
Header Special Details, Line Item Tables, Sub Line Item Tables, and Adt Line Item Tables.
Each tab represents a record type in the layout. Not all tabs are used in each layout. If a tab or record
type is not relevant to a key type, no tables appear when you select the tab.
Each tab also displays a list of default tables that contain the most appropriate fields for the selected
key. Usually, all of the fields you want to access are available by default. If not, you can “join
additional tables to the ones displayed.
1
Select a tab to start defining a record layout.
2
Click the
Data
button to select data elements for the record type you are defining. (There is a
Data
button below each list of tables.)
The dialog box shows all of the available columns of the tables for that record type. The table
displays the table name (or view), the column or field name, the data type, the position in the .VDI
file record, the length of the field, the scale (number of decimal places) and whether the inbound
data may be null for this column.
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3
Select
Print
,
View
,
File
, or
E-mail
and then click the
Print
button to print, view, or send the data
elements you have selected thus far. For more information on sending reports, refer to the
“Concepts and Common Features” chapter.
Because this information is taken directly from the database catalog, the data fields must already
be defined in the schema. If you intend to import user-defined columns and/or tables, these
columns and tables must be added to the database prior to using the Generate Data Import
Layouts window.
See “Joining Tables” for more information
When you first define a new layout, the default tables appear. These tables are mandatory. You
can remove the columns from a layout, but the table itself is not removable.
If one or more data elements that you require is not displayed in the default tables, you can add
the tables that store those fields to the end of an existing table list. Any user-defined or custom
tables should have primary keys defined so that the join process can find the primary key
automatically.
If you join additional tables to a tab, the mandatory tables appear first in the table lists, followed by
each table you added. The columns appear alphabetically within each table.
4
To include a column as part of the .VDI layout, highlight the appropriate column and click on the
Select
button.
The x in the row header disappears and the position of the data element in the record appears in
the Pos column. This position is only accurate if the File Style of the layout is Fixed; VISUAL
updates the position any time you select or deselect an element.
The sequence in which the columns appear in the table window is the same sequence they will
appear in the .VDI file layouts for each record. This sequence is critical because the .VDI file(s)
will be created or read by an external application, most likely an EDI mapping tool. The use of an
external application needs to be designed around the .VDI layout.
5
Once you define the record layouts for each tab, click
Ok
.
You return to the Generate Data Import Layouts window.
6
Click
Save
.
The Data Import Utility import and export data is placed in files having predefined names. The only
user-defined portion of the file-naming is the directory in which they reside. Thus, when importing or
exporting is done, the program always looks for or creates the same files in a user-defined place.
To keep multiple versions of the files (i.e., archive each imported or exported file) then you must do
this outside of the Data Import mechanism.
.VDI files are named for their layout key target and layout version.
For multiple files format, there may be up to five files, for each tab used in the Generate Layout
window. Each file has a suffix indicating its contents:
ASN9999
H
.VDIHeader (HDR) records
ASN9999
D
.VDIHeader Special Detail (SDL) records
ASN9999
L
.VDILine Item (LIN) records
ASN9999
S
.VDISubline records (SUB) records
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ASN9999
A
.VDIAdditional Line Item records (ASL) records
Note:
9999 is the layout version.
Single file formats:
XXX9999.VDIContains HDR and LIN records
Note:
XXX is the layout key and 9999 is the layout version.
Joining Tables
If you require additional tables, you can add them to the end of the item list in the appropriate tab. Any
user-defined or custom tables should have primary keys defined so that the join process can find the
primary key automatically.
VISUAL sets up joins automatically for mandatory tables, but does not permit access to the join for a
mandatory table. You must define the joins for any non-mandatory tables that you add.
To join tables:
1
First select the tab to which to add the tables. From the table selection drop down box, select the
table to join, then click on the
Join
button.
The Join Clause dialog box appears.
You can only join a table that is relative to the one that already exists.
You must always select RECTYPE. It is fixed depending on the tab your are in (HDR, SDL, LIN,
SUB, ASL)
2
Select one of the primary key columns on the right table, then select the corresponding data
element on the left column.
For example, if the Part table is on the right, and its Primary Key, ID, is selected, you should find a
column containing the Part ID on the left, such as CUST_ORDER_LINE.PART_ID.
3
Click on the appropriate number button to number the column, then click
Set
.
The join clause must include all the fields that make up the primary key.
4
Click
Ok
.
The table is now joined.
The user-defined table is an advanced feature of the Data Import Utility. In most cases, you will
not need this feature.
Please be careful when selecting the join keys. An incorrect join can cause data inconsistencies
in your .VDI files.
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Associating Customers to Outbound Layouts
You need to associate each outbound layout with one or more VISUAL Customer IDs so that when
you run the layout through exchange, it knows whose data (invoices, ship notices) to export. To do
this:
1
If you haven’t done so already, save your outbound layout by clicking on
Save
.
2
Select
Associate
from the File menu or click the
Associate
button on the main toolbar.
The Associate Outbound Format dialog box appears.
3
Select which customers will use this layout when exporting data.
You can click on the
Select All
button to select all of the customers listed and the
Unselect All
button to deselect all of the customers you have selected.
4
Click on
Save
, and the click
Close
.
The customers you selected are now associated with this layout. When this layout is selected in
the Data Import Exchange window, data for all customers who have been associated with this
layout will be exported.
Printing Length Discrepancies
Use the print length discrepancies function to print a report of the fields that have changed beginning
with version 6.2x. Rather than the Data Import Utility automatically changing the lengths, you can
choose to keep the older field lengths. This may help you keep some of your older EDI maps
functionally accurate.
1
From the Options menu, select
Print Length Discrepancies
or click the
Print Length
Discrepancies
button on the main toolbar.
2
Select an output for the length discrepancies report:
Print
- VISUAL prints the report after you select standard print options.
View
- VISUAL displays the report on your screen before printing.
File
- VISUAL presents you with a Print To File dialog box in which you can specify where to place
the report.
E-mail
- Select this option to send the report in a Rich Text Format (.RTF) through electronic mail.
When you generate the report the system attaches the file to a Microsoft Outlook email. For more
information on addressing and sending the email, refer to your Microsoft Outlook user
documentation.
3
Click
Print
to output the report to tone of the above four destinations.
4
Click
Apply to DB
to apply field changes to the layout.
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Flushing Temporary Cash Tables
For layout key CSH, you have the option of flushing temporary cash tables. You may be using maps
to receive cash receipts, which the Data Import Utility uses to populate temporary cash tables. Unless
you flush them out, those temporary cash tables remain in the database. Allowing those tables to
remain may result in inconsistent performance and unexpected error messages. It’s a good idea to
flush your temporary cash tables from time to time.
1
From the Options menu, select
Flush Temporary Cash Tables
or click the
Flush Temporary
Cash Tables
button on the main toolbar
A dialog box appears, asking you if you are sure.
2
Click
Yes
to continue.
VISUAL completes the flushing and returns a dialog box telling you the tables are now clean.
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Starting the Data Import Exchange Window
The Data Import Exchange window is the application that does the actual importing or exporting of
data. Data Import Exchange imports/exports the data to and from the .VDI files.
To start the Data Import Exchange window:
Select
VMDI Exchange
from the EDI menu.
Importing and Exporting Data In the Data Import Exchange
Window
Use the Data Import Exchange window to import or export data to and from the VISUAL database.
If VISUAL encounters closed or cancelled orders during the import process, the import utility adds the
order using the next available number and notifies you that it found a duplicate. You can view the
details of the transaction by viewing the log.
1
In the Key/Version fields, specify which key (ACK, ASN, CPO, CSH, INV, PLN, RCA, VPO, or
WSA) and layout version number to use (defined using VMDIGEN.EXE).
When you specify the key and version, VISUAL selects the appropriate radio button from the
Direction section. The data is either incoming or outgoing. VISUAL also determines the file type,
the inbound or outbound rule, and the file style for the data (previously defined using
VMDIGEN.EXE).
Note:
If you select CPO, you can optionally select the
Close Partial Shipped Schedules
, and
Include Today in Proration
check boxes. You cannot manually override the
Delete Unshipped
Lines
or
Delete Unshipped Schedules
options using VMDIXCHG.EXE. You must make
changes using VMDIGEN.EXE.
If you do not want to delete lines shipped at zero quantity, add SuppressZeroLine to the
[Shipping] section of Preference Maintenance and specify a value of N.
If you select PLN, you can optionally change the Include Today in Proration option.
2
In the Directory field, specify the target directory for the .VDI file.
For an inbound file, this is the location in which VISUAL will find the .VDI file; for an outbound file,
this is the location in which VISUAL will create the .VDI file(s). VISUAL exchanges each key and
version separately.
VISUAL updates the run date for the selected .VDI layout after each exchange; it appears in the
Run Date field. Normally, data is only exported once. The Data Import Exchange window only
exports data (A/R Invoices and ASN’s) with a date equal to or later than the Run date of the .VDI
layout. You can enter an earlier date/time stamp to re-export data, but use caution. Using an
earlier run date will resend all data again from the specified date and later, which could mean
resending duplicates.
3
Click on the
Exchange
button on the main toolbar or select
Exchange
from the File menu.
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If there are any critical errors while VISUAL is importing data, a message box that describes the
error appears. VISUAL also generates a log file that contains more information about critical
errors and information about less critical errors.
The log file lists each record that has an error and the error message; and shows each column
with the data that VMDIXCHG was trying to write. The log file is located in the same user
specified directory and has the same name as the .VDI file with a .log extension.
You should check the log file after each exchange.
Examining Log Files After Importing and Exporting
Four different logs are generated by VMDIXCHG for various keys.
Error Logs
This log is generated when importing CPO, CSH, and PLN documents and is very useful when
debugging initial import problems. This log will only contain errors (CPO documents rejected due to
match criteria will not appear in this log). The log is named for the key and layout (for example, the
error log for CPO layout 0001 would be called CPO0001.log). The log is overwritten each time this
layout is run.
An example log follows.
<LogFile>
<LogFileHeader>
<LogFileType>
Error Log
</LogFileType>
<LogFileDate>
5/1/00 9:39:21:000000 AM
</LogFileDate>
<LayoutKey>
CPO
</LayoutKey>
<LayoutVersion>
0001
</LayoutVersion>
<Version>
0001
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</Version>
</LogFileHeader>
<VMDIErrorLog3>
====================================
Data error encountered in column
CUSTOMER_ORDER.SHIP_TO_ADDR_NO during import
LCUSTOMER_ORDER.ID=GE90C12064001
CUSTOMER_ORDER.CUSTOMER_ID=20000818
CUSTOMER_ORDER.CUSTOMER_PO_REF=000000004200000
CUSTOMER_ORDER.SHIP_TO_ADDR_NO=?
CUSTOMER_ORDER.ORDER_DATE=
CUSTOMER_ORDER.DESIRED_SHIP_DATE=
CUSTOMER_ORDER.STATUS=
CUSTOMER_ORDER.EDI_FLAG=
CUSTOMER_ORDER.ENTITY_ID=
CUSTOMER_ORDER.BACK_ORDER=
CUSTOMER_ORDER.POSTING_CANDIDATE=
CUSTOMER_ORDER.MARKED_FOR_PURGE=
CUSTOMER_ORDER.SELL_RATE=
CUSTOMER_ORDER.BUY_RATE=
CUSTOMER_ORDER.CONTACT_HONORIFIC=
CUSTOMER_ORDER.CONTACT_FIRST_NAME=
CUSTOMER_ORDER.CONTACT_INITIAL=
CUSTOMER_ORDER.CONTACT_LAST_NAME=
CUSTOMER_ORDER.CONTACT_SALUTATION=
CUSTOMER_ORDER.CONTACT_PHONE=
CUSTOMER_ORDER.CONTACT_FAX=
CUSTOMER_ORDER.CONTACT_POSITION=
CUSTOMER_ORDER.FREE_ON_BOARD=
CUSTOMER_ORDER.SHIP_VIA=
CUSTOMER_ORDER.SALESREP_ID=
CUSTOMER_ORDER.TERRITORY=
CUSTOMER_ORDER.TERMS_NET_TYPE=
CUSTOMER_ORDER.TERMS_NET_DAYS=
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CUSTOMER_ORDER.TERMS_NET_DATE=
CUSTOMER_ORDER.TERMS_DISC_TYPE=
CUSTOMER_ORDER.TERMS_DISC_DAYS=
CUSTOMER_ORDER.TERMS_DISC_DATE=
CUSTOMER_ORDER.TERMS_DISC_PERCENT=
CUSTOMER_ORDER.TERMS_DESCRIPTION=
CUSTOMER_ORDER.DISCOUNT_CODE=
CUSTOMER_ORDER.SALES_TAX_GROUP_ID=
CUSTOMER_ORDER.FREIGHT_TERMS=
CUSTOMER_ORDER.CURRENCY_ID=
CUSTOMER_ORDER.CONTACT_MOBILE=
CUSTOMER_ORDER.CONTACT_EMAIL=
CUSTOMER_ORDER.EDI_BLANKET_FLAG=
CUSTOMER_ORDER.EXCH_RATE_FIXED=
</VMDIErrorLog3>
<VMDIErrorLog3>
====================================
Successful Transactions (Good) Logs
This log is generated when importing CPO, CSH, and PLN documents and lists every record
imported for the run. This log will not contain errors (they are in the error log). The log is named for the
key and layout (for example, the good log for CPO layout 0001 would be called CPO0001G.log). The
log is overwritten each time this layout is run.
An example log follows:
<LogFile>
<LogFileHeader>
<LogFileType>
Successful Transactions Log
</LogFileType>
<LogFileDate>
5/1/00 9:39:21:000000 AM
</LogFileDate>
<LayoutKey>
CPO
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</LayoutKey>
<LayoutVersion>
0001
</LayoutVersion>
<Version>
0001
</Version>
</LogFileHeader>
<VMDIGoodLog>
++++++++++++++++++++++++++++++++++++++++
The following record was updated.
Record number: 1
CUSTOMER_ORDER.ID=R 0702210
CUSTOMER_ORDER.CUSTOMER_ID=ABLMAN
CUSTOMER_ORDER.CUSTOMER_PO_REF=UMWX73801
CUSTOMER_ORDER.SHIP_TO_ADDR_NO=1
CUSTOMER_ORDER.FREE_ON_BOARD=NASHUA
CUSTOMER_ORDER.SHIP_VIA=FEDEX
CUSTOMER_ORDER.ORDER_DATE=12/15/00 12:00:00:000000 AM
CUSTOMER_ORDER.DESIRED_SHIP_DATE=12/15/00 12:00:00:000000 AM
CUSTOMER_ORDER.STATUS=R
CUSTOMER_ORDER.EDI_FLAG=Y
CUSTOMER_ORDER.SHIPTO_ID=CPO1
CUSTOMER_ORDER.ENTITY_ID=MMC
CUSTOMER_ORDER.BACK_ORDER=N
CUSTOMER_ORDER.POSTING_CANDIDATE=N
CUSTOMER_ORDER.MARKED_FOR_PURGE=N
CUSTOMER_ORDER.SELL_RATE=1.0
CUSTOMER_ORDER.BUY_RATE=1.0
CUSTOMER_ORDER.CONTACT_HONORIFIC=Mr.
CUSTOMER_ORDER.CONTACT_FIRST_NAME=David
CUSTOMER_ORDER.CONTACT_INITIAL=J.
CUSTOMER_ORDER.CONTACT_LAST_NAME=Brown
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CUSTOMER_ORDER.CONTACT_SALUTATION=Dear Mr. Brown:
CUSTOMER_ORDER.CONTACT_PHONE=[617] 444-7000
CUSTOMER_ORDER.CONTACT_FAX=[617] 444-7011
CUSTOMER_ORDER.CONTACT_POSITION=General Manager
CUSTOMER_ORDER.SALESREP_ID=MARK
CUSTOMER_ORDER.TERRITORY=NEW ENGLAND
CUSTOMER_ORDER.TERMS_NET_TYPE=A
CUSTOMER_ORDER.TERMS_NET_DAYS=30
CUSTOMER_ORDER.TERMS_NET_DATE=
CUSTOMER_ORDER.TERMS_DISC_TYPE=A
CUSTOMER_ORDER.TERMS_DISC_DAYS=10
CUSTOMER_ORDER.TERMS_DISC_DATE=
CUSTOMER_ORDER.TERMS_DISC_PERCENT=2.0
CUSTOMER_ORDER.TERMS_DESCRIPTION=
CUSTOMER_ORDER.DISCOUNT_CODE=WHOLESALE
CUSTOMER_ORDER.SALES_TAX_GROUP_ID=MA
CUSTOMER_ORDER.FREIGHT_TERMS=P
CUSTOMER_ORDER.CURRENCY_ID=(USD) $
CUSTOMER_ORDER.CONTACT_MOBILE=
CUSTOMER_ORDER.CONTACT_EMAIL=
CUSTOMER_ORDER.EDI_BLANKET_FLAG=N
CUSTOMER_ORDER.EXCH_RATE_FIXED=N
CUSTOMER_ORDER.SEND_ACK=Y
</VMDIGoodLog>
<VMDIGoodLog>
++++++++++++++++++++++++++++++++++++++++
The following record was updated.
Record number: 1
CUST_ORDER_BINARY.BITS=R 0701743 00000701743 NEW CRIB #: 40CR93
CUST_ORDER_BINARY.BITS_LENGTH=41
</VMDIGoodLog>
<VMDIGoodLog>
++++++++++++++++++++++++++++++++++++++++
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The following record was updated.
Record number: 1
Cust Order Line No 1 for Cust Order ID R 0702210 was updated.
CUST_ORDER_LINE.LINE_NO=1
CUST_ORDER_LINE.PART_ID=0038860967
CUST_ORDER_LINE.UNIT_PRICE=2.5
CUST_ORDER_LINE.USER_ORDER_QTY=190.0
CUST_ORDER_LINE.SELLING_UM=10X10_SHT
CUST_ORDER_LINE.DESIRED_SHIP_DATE=11/22/99 12:00:00:000000 AM
CUST_ORDER_LINE.MISC_REFERENCE=0038860967
CUST_ORDER_LINE.SHIPTO_ID=
CUST_ORDER_LINE.LINE_STATUS=A
CUST_ORDER_LINE.ORDER_QTY=190.0
CUST_ORDER_LINE.PRODUCT_CODE=
CUST_ORDER_LINE.COMMODITY_CODE=STEEL
CUST_ORDER_LINE.TRADE_DISC_PERCENT=15.0
CUST_ORDER_LINE.GL_REVENUE_ACCT_ID=
CUST_ORDER_LINE.COMMISSION_PCT=15.0
CUST_ORDER_LINE.ACK_ID=
CUST_ORDER_LINE.SEND_ACK=
</VMDIGoodLog>
<VMDIGoodLog>
++++++++++++++++++++++++++++++++++++++++
The following record was updated.
Record number: 1
CUST_LINE_BINARY.BITS=D
CUST_LINE_BINARY.BITS_LENGTH=2
</VMDIGoodLog>
<VMDIGoodLog>
++++++++++++++++++++++++++++++++++++++++
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Insert/Update Logs
This log is generated when importing CPO, CSH, and PLN documents and lists every imported or
updated document from the run. This log will not contain errors (they are in the error log). The log also
shows any records deleted by the user having marked either the “Delete unshipped lines” or “Delete
unshipped schedules” check boxes. The log is named for the key and layout (for example, the insert/
update log for CPO layout 0555 would be called CPO0555IN.log). The log is overwritten each time
this layout is run.
An example log follows.
<LogFile>
<LogFileHeader>
<LogFileType>
Insert Update Log
</LogFileType>
<LogFileDate>
4/12/00 2:30:18:000000 PM
</LogFileDate>
<LayoutKey>
CPO
</LayoutKey>
<LayoutVersion>
0555
</LayoutVersion>
<Version>
0555
</Version>
</LogFileHeader>
<VMDIInsertLog>
====================================
Customer Order Z05550010 inserted
</VMDIInsertLog>
<VMDIInsertLog>
====================================
Customer Order Z05550011 inserted
</VMDIInsertLog>
<VMDIInsertLog>
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====================================
Customer Order Z05550012 inserted
</VMDIInsertLog>
<VMDIInsertLog>
====================================
Customer Order Z05550013 inserted
</VMDIInsertLog>
<VMDIInsertLog>
====================================
Customer Order Z05550014 inserted
</VMDIInsertLog>
</LogFile>
Autogenerate Logs
VMDI generates this log when importing CPO documents with the Autogenerate feature. This log is a
copy of the actual CPO VDI file, except the Autogenerate Tokens have been replaced with the actual
customer order Ids created in the system. The log is named CPO and the layout (for example, the
Autogenerate log for CPO layout 0025 would be called CPO0025.AUTO). The log is overwritten each
time this layout is run. An example VDI file and log are shown below. Notice how the token AUTO is
replaced with the actual customer order ID and that the number is incremented for second order
(02006 for first order and 02007 for second):
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Setting Session ID Preferences
You can establish exchange log file naming preferences by using the Session ID option.
1
From the Options menu, select
Session ID
, or click the
Session ID
button on the main toolbar.
2
The Session ID Settings dialog box appears.
3
Select the
Use Session ID
check box to specify a Session ID for the Data Import Utility exchange
logs.
The Next Session and Prefix data fields are now active.
4
Enter the number for the next session log. VISUAL automatically increments the number as you
conduct exchanges. To use a different number, enter it in the data field.
Enter a suffix if you want the exchange log file to have a special ending. For example, a next
session log of 6 and a suffix or VE, produces a log file (Key)6VM.log.
5
Select the
prefix KEY
check box to attach the Key/Version (one of seven) of the exchange to the
front of the log file.
Selecting this makes the Prefix data field unavailable. For example, setting preferences to a next
session log of 7, a suffix of VE, and a KEY of ACK, leads to VISUAL producing the log
ACK7VM.log.
Running the Data Interchange Utility in Command Line
Mode
There are two modes of operation for VMDIXCHG: Standard and Command Line mode. Standard
mode requires input from the user; Command line mode does not. If VMDIXCHG finds a valid
command line, it executes in command line mode. Command line mode allows you to specify the run
options currently available through the main screen.
When you run the program in command line mode, you use a cumulative log file, VMDIXCHG.LOG.
Each time you execute the program, VMDIXCHG appends time stamped status information to the
end of the file.
The VMDIXCHG.LOG file resides in the same directory as all other *.VDI and *.LOG files. When you
run the program in batch mode, you can exchange multiple types of data (i.e. PLN, VPO, etc.) in the
same run.
VMDIXCHG.APP
Command Line:
The command line must conform to the this format:
The first value is always the EXE name, VMDIXCHG.
The next three values are the database connection strings. The data base connection strings follow
standard VISUAL format:
-D <database name>
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-U <User ID>
-P <password>
All command line arguments up to this point are mandatory. The remaining arguments are optional. If
you do not specify a particular argument, VMDIXCHG applies a default value where applicable.
Exchange File Path:
-F <file path>
If you omit the –F argument, VMDIXCHG uses the file path specified in the DataFilePath row in the
EDI EXCHANGE section of Preferences Maintenance. You should only use the –F option if you need
to temporarily override the default directory path.
Next, list the types of values to exchange. You may list more than one type. Keep in mind that you
must separate additional values with a space.
The valid types are:
ACK
ASN
CPO
CSH
INV
PLN
RCA
VPO
WSA
You must specify at least one valid data type, each of which must have a 4 digit unique identifier after
it. The data type / numeric identifier combination equates to the KEY and VERSION columns of the
VMDI_LAYOUT table.
Inbound Rule:
VMDIGEN establishes the inbound rule. You cannot change it from within VMDIXCHG. Therefore,
you must specify inbound types by their KEY/VERSION (i.e. CPO8888).
Note:
Inbound rule parameters are only applicable for inbound types such as CPO, CSH, and PLN.
Outbound Rule:
The next argument specifies whether you want VMDIXCHG to either append the outbound data to
existing output files, or create a new file each time. Specify –A to append the file, or -O to overlay the
file. If you omit this argument, the default is set to overlay the file.
Note:
Outbound rule parameters are only applicable for outbound types such as ACK, ASN, INV,
RCA, VPO, and WSA.
This example illustrates a command line that executes VMDIXCHG connected to database
VMFGDEMO as user MIKE and password OCEAN, and executes the exchanges for CPO0000,
INV9999 and ASN3333. VMDIXCHG overrides the EDI file directory for this run with
C:\Infor\EDI\TEMP. In addition, the INV output file is overlaid and the ASN output file is appended
onto it.
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VMDIXCHG –D VMFGDEMO –U MIKE –P OCEAN –F C:\Infor\EDI\TEMP CPO0000 INV9999 –O
ASN333 -A
Because the program is running without user intervention, you cannot change the run date
parameter. The run “as of date” for each data type that you are exchanging is from the
LAST_RUN_DATE column of the VMDI_LAYOUT table for each layout key.
VMDIXCHG.LOG
This example illustrates the log file created when you run the program in batch mode:
8/21/02 11:07:13: ********** Session Started **********
8/21/02 11:07:13: Begin program execution in command line mode. ExtCommandLine=-DVMFG52 -
USYSADM -PSYSADM PLN0000
8/21/02 11:34:20: Import of PLN0000 data to c:\Infor\bak\edi\pln0000.vdi has begun
8/21/02 11:34:23: 60 PLN records imported
8/21/02 11:34:24: ————— Session Ended —————
Integration Requirements
This section relates to the integration of EDI data into and out of the VISUAL database. For Harbinger
and Sterling Commerce, you may choose to have Infor Global Solutions design and create your
integration maps or you may choose to develop your own maps. For other EDI translators, you need
to develop any necessary “maps” to and from that software in the format that the Data Interchange
module produces and reads.
These sections describe the modules and EDI transactions that can currently be integrated.
Additional EDI transactions are handled directly through the EDI translation software in standalone
mode.
Customer Order Information (Inbound)
This is typically the most complex transaction to integrate because of the vast differences in how you
and your trading partners may use the transaction data.
You need to consider several factors:
Which inbound transaction(s) contain customer order information? (850, 860, 830, 862, etc.)
Is the trading partner’s VISUAL Customer ID present in the EDI data?
Is there a Ship to location that applies to the entire order or does each line item have a separate
Ship to location?
Are the VISUAL part numbers present in the EDI data?
Do you want to accept the pricing as it comes in should VISUAL override it?
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EDI Transaction 850 - Purchase Order
The purchase order is the most widely used commercial EDI transaction. While the information
contained in a purchase order may vary in content and format from company to company, there are
pieces of information that are common to every PO:
Order number and date
Buyer’s Company ID
Ship-to location
Requested delivery date
One of more line items containing quantity ordered, unit of measure, unit price, and a part number
or description
Other transactions may contain customer order information, such as the PO Change (860) or Material
Release (830). This information can also be brought into VISUAL through integration.
Planning Information (Inbound)
This is typically the simplest transaction to implement. When planning information is imported, the
CUSTOMER_ FORECAST table is populated in VISUAL database. These records contain a
CUSTOMER ID, FORECAST ID, FORECAST DATE, PART NUMBER, and QUANTITY.
EDI Transaction 830 - Planning Schedule
The planning schedule is most typically used to transfer forecasting/material release information. You
can use this transaction in a variety of ways, such as:
a simple forecast
a forecast with the buyer’s authorization for the seller to commit to resources, such as labor or
material
an order release mechanism, containing such elements as resource authorizations, period-to-
date cumulative quantities, and specific ship/delivery patterns. The order release forecast may
also contain all data related to purchase orders, eliminating the need for discrete generation of
purchase orders.
For inbound planning and customer order information, successful integration often depends on
having raw EDI data (sample or production) from the trading partner. This data is necessary in order
to determine the absolute segment and element location of each required piece of data.
The EDI requirements or “mappings” that a trading partner are sometimes inaccurate or outdated.
Because the integration maps are dependent on the format of the data, changes or discrepancies
may cause implementation delays. This is why sample data is so critical to a smooth and timely
integration process. Accurate data not only eliminates the need for modifications to the maps, but is
also essential for testing the maps prior to delivery to the customer.
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Shipping Information (Outbound)
Shipping data is extracted from VISUAL to one or more fixed length files. The files contain the BOL
information, the order or packlist information, and the line item information for each order. The details
of each file are determined by the requirements of your trading partner.
EDI Transaction 856 - Advance Shipment Notice
The ship notice lists the contents of a shipment and its configuration within the shipment container at
various levels of detail. ASN’s are used extensively in the retail and automotive industries, where
Just-In-Time (JIT) and Efficient Consumer Response (ECR) are an integral part of the management
philosophy.
A typical ASN has this information:
ASN number and date
Shipment identification number (SID)
Date and time of the shipment
Bill of lading (BOL) number
Number of packages
Total shipment weight
Product number and quantity of each item shipped (SKU)
Invoice Information (Outbound)
Invoice data is extracted from VISUAL to one or more fixed length files. The files contain the Invoice
header information, the line item information, and (when applicable) subline item information. The
details of each file are determined by the requirements of your trading partner.
EDI Transaction 810 - Invoice
The invoice is the second most widely used EDI transaction set. It is a natural extension of the
purchase order and can generally be implemented at the same time. In most cases, an invoice simply
repeats much of the information contained in the purchase order, while adding invoice related
information such as:
Invoice number and date
Quantity shipped and invoiced amount for each item
Total invoice amount
Payment terms
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A Glossary of EDI Terms
Accredited Standards Committee X12 (ASC X12)
- The committee that defines the structure of EDI
Transaction Sets in the United States.
Data Element
- The smallest unit of information in the standard, representing a single piece of
information. According to the standards, each data element is assigned a reference number, a name,
description, data type and the min/max length.
EDI
- Electronic Data Interchange. The exchange of commonly used business transactions in a
formal, structured manner.
EDIFACT
- An EDI Standard developed in Europe and typically used outside the United States.
Forms Overlays
- Forms that are used in STX for Windows to perform data entry or printing of EDI
data in a “user-friendly” format.
Functional Group
- As part of an Interchange, a Functional Group consists of a GS Header
Segment, one or more Transaction Sets of the same type, and a GE Trailer Segment.
Interchange
- A group of one or more types of documents that are bound for transmission to a single
trading partner.
Log-ons
- A communications script that enables the STX software to connect to a VAN, Internet, or
directly to a TP (if available) in order to transfer and receive EDI documents.
Maps or File Overlays
- Maps link the STX software to the Data Import Utility module that connects
to the VISUAL database. In order to integrate STX and VISUAL, one map must be created for each
trading partner/transaction set combination.
Integration
- The “sharing” of data between applications through application files to eliminate the
need for repetitive data-entry and reduce errors.
Segment
- A segment consists of a segment identifier, one or more related data elements in a
defined sequence, and a segment terminator.
Trading Partner
- Someone with whom you trade electronic documents.
Transaction Set
- An electronic document whose format is defined by ASC X12. A Transaction Set
consists of an ST Header Segment, one or more data segments in a specific order, and an SE Trailer
Segment. Each set is assigned a numeric identifier. (e.g. 810 = an invoice)
Value Added Network (VAN)
- An “electronic post office” whose responsibilities include providing a
“mailbox” to which your partners send your documents, and to collect and distribute the documents
that you send.
ANSI X12 EDI Transaction Sets
The Data Interchange Standards Association (DISA) and UN/EDIFACT have defined several hundred
EDI transaction sets. Below is a comprehensive list of the ANSI/X12 Transaction Sets.
104 - Air Shipment Information
110 - Air Freight Details and Invoice
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125 - Multilevel Railcar Load Details
126 - Vehicle Application Advice
127 - Vehicle Baying Order
128 - Dealer Information
129 - Vehicle Carrier Rate Update
130 - Student Educational Record (Transcript)
131 - Student Educational Record (Transcript) Acknowledgment
135 - Student Loan Application
139 - Student Loan Guarantee Result
140 - Product Registration
141 - Product Service Claim Response
142 - Product Service Claim
143 - Product Service Notification
144 - Student Loan Transfer and Status Verification
146 - Request for Student Educational Record (Transcript)
147 - Response to Request for Student Educational Record (Transcript)
148 - Report of Injury or Illness
151 - Electronic Filing of Tax Return Data Acknowledgment
152 - Statistical Government Information
154 - Uniform Commercial Code Filing
161 - Train Sheet
170 - Revenue Receipts Statement
180 - Return Merchandise Authorization and Notification
186 - Laboratory Reporting
190 - Student Enrollment Verification
196 - Contractor Cost Data Reporting
204 - Motor Carrier Shipment Information
210 - Motor Carrier Freight Details and Invoice
213 - Motor Carrier Shipment Status Inquiry
214 - Transportation Carrier Shipment Status Message
217 - Motor Carrier Loading and Route Guide
218 - Motor Carrier Tariff Information
250 - Purchase Order Shipment Management Document
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251 - Pricing Support
260 - Application for Mortgage Insurance Benefits
263 - Residential Mortgage Insurance Application Response
264 - Mortgage Loan Default Status
270 - Health Care Eligibility/Benefit Inquiry
271 - Health Care Eligibility/Benefit Information
272 - Property and Casualty Loss Notification
276 - Health Care Claim Status Request
277 - Health Care Claim Status Notification
290 - Cooperative Advertising Agreements
300 - Reservation (Booking Request) (Ocean)
301 - Confirmation (Ocean)
303 - Booking Cancellation (Ocean)
304 - Shipping Instructions
309 - U.S. Customs Manifest
310 - Freight Receipt and Invoice (Ocean)
311 - Canadian Customs Information
312 - Arrival Notice (Ocean)
313 - Shipment Status Inquiry (Ocean)
315 - Status Details (Ocean)
317 - Delivery/Pickup Order
319 - Terminal Information
322 - Terminal Operations Activity (Ocean)
323 - Vessel Schedule and Itinerary (Ocean)
324 - Vessel Stow Plan (Ocean)
325 - Consolidation of Goods in Container
326 - Consignment Summary List
350 - U.S. Customs Release Information
352 - U.S. Customs Carrier General Order Status
353 - U.S. Customs Events Advisory Details
354 - U.S. Customs Automated Manifest Archive Status
355 - U.S. Customs Manifest Acceptance/Rejection
356 - Permit To Transfer Request
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361 - Carrier Interchange Agreement (Ocean)
404 - Rail Carrier Shipment Information
410 - Rail Carrier Freight Details and Invoice
414 - Rail Carrier Settlements
417 - Rail Carrier Waybill Interchange
418 - Rail Advance Interchange Consist
419 - Advance Car Disposition
420 - Car Handling Information
421 - Estimated Time of Arrival and Car Scheduling
422 - Shipper’s Car Order
425 - Rail Waybill Request
426 - Rail Revenue Waybill
429 - Railroad Retirement Activity
431 - Railroad Station Master File
440 - Shipment Weights
466 - Rate Request
468 - Rate Docket Journal Log
485 - Ratemaking Action
490 - Rate Group Definition
492 - Miscellaneous Rates
494 - Scale Rate Table
511 - Requisition
517 - Material Obligation Validation
527 - Material Due-In and Receipt
536 - Logistics Reassignment
561 - Contract Abstract
567 - Contract Completion Status
568 - Contract Payment Management Report
601 - Shipper’s Export Declaration
602 - Transportation Services Tender
622 - Intermodal Ramp Activity
805 - Contract Pricing Proposal
806 - Project Schedule Reporting
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810 - Invoice
811 - Consolidated Service Invoice/Statement
812 - Credit/Debit Adjustment
813 - Electronic Filing of Tax Return Data
815 - Cryptographic Service Message
816 - Organizational Relationships
818 - Commission Sales Report
819 - Operating Expense Statement
820 - Payment Order/Remittance Advice
821 - Financial Information Reporting
822 - Customer Account Analysis
823 - Lockbox
824 - Application Advice
826 - Tax Information Reporting
827 - Financial Return Notice
828 - Debit Authorization
829 - Payment Cancellation Request
830 - Planning Schedule with Release Capability
831 - Application Control Totals
832 - Price/Sales Catalog
833 - Residential Mortgage Credit Report Order
834 - Benefit Enrollment and Maintenance
835 - Health Care Claim Payment/Advice
836 - Contract Award
837 - Health Care Claim
838 - Trading Partner Profile
839 - Project Cost Reporting
840 - Request for Quotation
841 - Specifications/Technical Information
842 - Nonconformance Report
843 - Response to Request for Quotation
844 - Product Transfer Account Adjustment
845 - Price Authorization Acknowledgment/Status
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846 - Inventory Inquiry/Advice
847 - Material Claim
848 - Material Safety Data Sheet
849 - Response to Product Transfer Account Adjustment
850 - Purchase Order
851 - Asset Schedule
852 - Product Activity Data
853 - Routing and Carrier Instruction
854 - Shipment Delivery Discrepancy Information
855 - Purchase Order Acknowledgment
856 - Ship Notice/Manifest
857 - Shipment and Billing Notice
858 - Shipment Information
859 - Freight Invoice
860 - Purchase Order Change Request - Buyer Initiated
861 - Receiving Advice/Acceptance Certificate
862 - Shipping Schedule
863 - Report of Test Results
864 - Text Message
865 - Purchase Order Change Acknowledgment/Request - Seller Initiated
866 - Production Sequence
867 - Product Transfer and Resale Report
868 - Electronic Form Structure
869 - Order Status Inquiry
870 - Order Status Report
872 - Residential Mortgage Insurance Application
875 - Grocery Products Purchase Order
876 - Grocery Products Purchase Order Change
878 - Product Authorization/Deauthorization
879 - Price Change
880 - Grocery Products Invoice
882 - Direct Store Delivery Summary Information
888 - Item Maintenance
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889 - Promotion Announcement
893 - Item Information Request
894 - Delivery/Return Base Record
895 - Delivery/Return Acknowledgment or Adjustment
896 - Product Dimension Maintenance
920 - Loss or Damage Claim - General Commodities
924 - Loss or Damage Claim - Motor Vehicle
925 - Claim Tracer
926 - Claim Status Report and Tracer Reply
928 - Automotive Inspection Detail
940 - Warehouse Shipping Order
943 - Warehouse Stock Transfer Shipment Advice
944 - Warehouse Stock Transfer Receipt Advice
945 - Warehouse Shipping Advice
947 - Warehouse Inventory Adjustment Advice
980 - Functional Group Totals
990 - Response to a Load Tender
996 - File Transfer
997 - Functional Acknowledgment
998 - Set Cancellation EDI Requirements Worksheet
Tips for Successful Importing and Exporting
Use these tips and hints when importing or exporting EDI information.
Customer Orders (CPO)
The EDI Release Flag, located under the EDI tab in the Customer Order Entry window, is key to the
successful export of invoices (INV) and Advance Ship Notices (ASN). You can activate the flag using
several methods:
You can manually mark the flag on the customer order at some point prior to exporting the ASN or
INV.
You can use Customer Maintenance (under the E-Commerce tab) to specify the customer as an EDI
Trading Partner. Doing this ensures that all future orders will have the EDI flag selected.
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You can establish your CPO import file so the EDI Release Flag field is “Y” for all incoming orders.
Advance Ship Notices (ASN)
Before you can export ship notices using the Data Import Utility, the EDI Release Flag must be set for
customer orders. The EDI Release check box is located in the EDI tab of the Customer Order Entry
window. You can select the check box any time prior to exporting data using VMDIXCHG. After you
have entered the customer orders in VISUAL, ship them using Shipping Entry.
After Shipping the customer order and creating packlists, select
Print Bill of Lading
from the
Shipping Entry File menu to create a BOL. Saving the Bill of Lading prompts VISUAL to generate a
BOL number. At this point, you can launch an ASN layout in VMDIXCHG for this customer and you
should be able to successfully export the ASN document. Failure to either mark the customer order’s
EDI Release flag in Customer Order Entry or create a BOL in Shipping Entry, prevents the ASN
documents from exporting.
Note:
VMDIXCHG ignores any shipping notices you may create from orders that don’t have the EDI
Release flag set. You can set the flag after you have shipped the orders and VMDIXCHG will then
examine the documents runtime, assuming the date/time and Association requirements are also
correct.
For example, if you are sending out Ship Notices to Able Manufacturing, VMDIXCHG searches for
documents with a Customer ID of ABLMAN, the EDI Release Flag set, have a BOL, and meet the
date/time requirement.
Launch VMDIXCHG for the proper layout (for example, ASN0012 for Able Manufacturing 856
documents) and verify the date on which to start exporting data. For example, if today is 5/12/99 and
you enter 5/10/99 on the Run Date line, then VMDIXCHG will export all valid documents from 5/10
through today. Valid documents are those that have the EDI Release Flag set on them and for which
you have created BOLs.
Invoices (INV)
Before you can export ship notices using the Data Import Utility, the EDI Release Flag must be set for
customer orders. The EDI Release checkbox is located in the EDI tab of the Customer Order Entry
window. You can select the checkbox any time prior to exporting data using VMDIXCHG. After you
have entered the customer orders in VISUAL, ship them using Shipping Entry, and invoice them
using the Invoice Forms option available from the Reports menu. At this point, the orders have been
entered, shipped, and invoiced in VISUAL. Now you need to export the invoices using VMDIXCHG.
Note:
VMDIXCHG ignores any shipping notices you may create from orders that don’t have the EDI
Release flag set. You can set the flag after you have shipped the orders and VMDIXCHG will then
examine the documents runtime, assuming the date/time and Association requirements are also
correct.
For example, if you are sending out Invoices to Able Manufacturing, VMDIXCHG searches for
documents with a Customer ID of ABLMAN with the EDI Release Flag set, that you have shipped
using Shipping Entry, invoiced using Invoice Forms, and meet the date/time requirement (see below).
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Launch VMDIXCHG for the proper layout (for example, INV0012 for Able Manufacturing 810
documents) and verify the date on which to start exporting data. For example, if today is 5/12/02 and
you enter 5/10/02 on the Run Date line, then VMDIXCHG will export all valid documents from 5/10
through today. Valid documents are those that have the EDI Release Flag set on them, and you have
shipped using Shipping Entry, and invoiced using Invoice Forms.
Forecasts (PLN)
Follow this procedure to transfer customer forecast (planned data) information that you have imported
from an EDI 830 transaction to the Master Production Schedule as a part forecast.
1
From the main menu, select
Tools
, then
Material Planning Window
.
The Material Planning Window appears.
2
From the File menu, select
Master Production Schedule
.
3
Click
Customer Forecasts
.
The Transfer Customer Forecasts to Part Forecasts dialog box appears.
4
Select the
Import to Both
option button.
5
Enter a Forecast ID and select the
Purge prior data
and
Bucketless import
check boxes.
Results appear in the Master Production Schedule. Enter the Part ID to view.
6
To edit the forecast, either make revisions to the Master Production Schedule or click the
Edit
Customer Forecasts
button at the bottom of the dialog box and do the editing there.
For more information on customer forecasts, refer to the “Material Planning Window” chapter.
Special Notes
If you import an EDI 830 document into VISUAL as a customer forecast, VISUAL Quality only imports
the 8 fields on the Customer Forecast screen.
The Customer Forecasts screen shows the 8 fields VISUAL Quality imports. They are
:
Part ID or Customer Part IDCustomer ID
Forecast IDRequired Date (s)
Required Quantity(s)PO Reference
Forecast DateWarehouse ID
For example, you can create the Forecast ID in the EDI map to be a combination of PO# and Shipto
DUNS # (N104). The only two EDI segments VISUAL examines when creating a customer forecast
are the LIN and FST.
One approach that works well involves making the Forecast ID the same as the Part ID. By using the
Part ID as the Forecast ID, anytime a date or quantity changes for that part, VISUAL updates the
forecast rather than adding to it. The only time VISUAL adds to the forecast is when the trading
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partner for that part sends a new date. In this map example, the customer originally wanted to use a
combination of the EDI 830 Run Date and the Customer ID. However, if the trading partner had
changed quantities for previously received dates, they would not send the same run date again. The
run date is essentially the date the trading partner sent the EDI 830. Therefore, the entire forecast for
that part - and all of the dates included in it - would be inserted into the Customer Forecast table. As a
result, each time they sent an 830, VISUAL adds it.
One disadvantage of using the Part ID as the Forecast ID is that if the client decides to use reject
duplicates (with the Forecast ID set up as above), then anytime you received another line item for the
same part and Customer ID, VISUAL would reject the line’s data.
When you run VMDIXCHG on a PLN VDI file, VISUAL enters the data into the Customer_Forecast
table. In order to view the forecast data from the Edit Customer Forecasts screen you must first
Transfer Customer Forecasts to Part Forecasts. To do that, select the
Import to Both
option button
(to import the customer forecast to the forecast and master schedule tables), select the
Purge Prior
and the
Bucket-less Import
check boxes, enter a Forecast ID (appears on the Master Schedule
screen), enter EDI-FORECASTS, and click
Begin
.
The Forecast ID displaying on the Master Schedule you imported using the Transfer feature (above)
is not the same Forecast ID you imported using the Data Import Utility (shows on the Customer
Forecast screen). For example, the Forecast ID you entered on the transfer screen is EDI-
FORECASTS, but the actual forecast IDs imported from the Customer_Forecast table might be
named EDITESTPO1, EDITESTPO2, and EDITESTPO3.
Purging Prior: A Few Hints
Choose the same ID every time you perform a transfer (EDI-FORECASTS, for example). When you
perform the transfer, VISUAL updates the new Customer_Forecast data. For example, if the qty for 5/
1/02 for forecast ID EDITESTPO1 is 104 and it is actually 50 in the new data, VISUAL changes it to
50 when you perform the transfer and the master schedule will change to show the proper amounts. If
you entered a new Forecast ID (EDI-FORECASTS2, for example) when running the transfer, then
VISUAL imports all the contents of the customer_forecast table to the master schedule table.
Essentially, the same data would appear twice in the master schedule (once for the EDI-
FORECASTS and once for EDI-FORECASTS2).
Adding a Trading Partner Name to an ASN (EDI 856)
The Trading Partner ID MUST be in the First Record of the First data file (BOL table of HDR ). To do
that, follow the steps below.
Caution:
If you do not perform these steps in the order listed, your joins may be inaccurate
and VISUAL could consequently export incorrect data. For example, when
performing joins in the Additional Line Item file of an ASN, you could mistakenly
export data for ALL packlists in the system if you perform the steps out of order or
miss some.
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1
From your Windows Start menu, select
Run
.
2
Type
SQLTALK.
SQLTalk Opens.
3
Type
Connect VMFGEDI; <CTRL+ENTER at end of each line>
4
Type
Create View View_Shipper As Select * From Shipper;
5
Type Create View View_Cust_Order As Select * From Customer_Order;
6
Type Create View View_Customer As Select * From Customer;
7
Type GRANT ALL ON VIEW_SHIPPER TO PUBLIC;
8
Type CREATE PUBLIC SYNONYM VIEW_SHIPPER FOR SYSADM.VIEW_SHIPPER;
9
Type GRANT ALL ON VIEW_CUST_ORDER TO PUBLIC;
10
Type CREATE PUBLIC SYNONYM VIEW_CUST_ORDER FOR SYSADM.VIEW_CUST_ORDER;
11
Type GRANT ALL ON VIEW_CUSTOMER TO PUBLIC;
12
Type CREATE PUBLIC SYNONYM VIEW_CUSTOMER FOR SYSADM.VIEW_CUSTOMER;
13
Type Commit;
14
Launch VMDIGEN
15
Create a new layout.
16
Choose fields from default tables listed and save the layout
17
Add the View_Shipper table, View_Cust_Order and then the View_Customer table.
18
Choose fields from the three new tables.
19
Join the BOL table to the View_Shipper table via the BOL ID field.
20
Join the View_Shipper to the View_Cust_Order table by linking the Cust_Order_ID field in the
View_Shipper table to the ID field in the View_Cust_Order table.
21
Join the View_Customer_Order to the View_cust table by linking the Customer_ID field in the
View_Cust_Order table to the ID field in the View_Customer Table.
22
Save the layout.
23
Add additional tables as necessary and repeat steps 16-21 above.
Adding a Customer as an EDI Customer
This procedure is a shortened version of what appears in the Customer Maintenance chapter. For
more information, refer to the “Customer Maintenance” chapter.
1
From the Sales menu, select
Customer Maintenance
.
The Customer Maintenance window appears.
2
Call up the appropriate customer.
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3
Click the
E-Commerce
tab.
4
Select the
EDI Trading Partner
checkbox.
5
Click the
Save
button to commit the setting.
With this preference set, VISUAL activates the EDI Release flag for all new orders (both manual and
imported via VMDIXCHG) for the customer.
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Index – 1
A
Absorption 5–23
Accessibility
boxes 11–7
buttons 11–7
option menu choices 11–7
Accessing Layouts 11–6
Account Assignments 5–28
Account Override Sequence 5–21
Accounts Payable
basic transaction type 5–53
ACK Layouts
creating 11–8
Actual
shipments 5–26
Actual and Projected Cost, what is 5–27
Actual Costing
determining whether used 5–28
finished goods journals in 5–35
shipping journals 5–36
Adding
Control Points 9–13
customer to EDI 11–48
documents 6–9
Objects 9–10
Properties to steps 9–18
Rule Lines 9–12
Rule Properties 9–22
Address Layouts
deleting 2–32
entering 2–32
Adjusting
general journal entries 5–55
inventory transactions in Costing 5–55
Adjustment Journals 5–37
Adjustments In/Out
basic transaction type 5–53
Advance Ship Notices
tips 11–45
Advance Shipment Notices
EDI transaction 856 11–37
Aligning
Objects 9–11
Allocation
understanding 10–4
Allocation Utility
running 10–3
setting up 10–3
what is? 10–2
Allocations
behind the scenes of the Allocation Utility 10–2
the Allocation Utility at work 10–3
using the Allocation Utility 10–2
Analysis Report 5–61
ANSI
in the Data Import Utility 11–38
ASN Layouts
creating 11–10
Associating
customers to outbound layouts 11–22
Authorizations
Working with 9–24
B
Balances, recalculating 5–64
Basic Transaction Types
Inventory Transactions 5–52
Before Creating Data Import Layouts
considerations 11–5
Behind the Scenes
allocation process 10–3
Boxes
accessibility 11–7
Building
Workflow Templates 9–17
Burden (Overhead) Absorption 5–23
Burden Costs 5–19
Buttons
accessibility 11–7
C
Calendar Exceptions
deleting 2–7
specifying 2–7, 4–9
Carriers
deleting 2–24
entering 2–24
Categories
Document 6–4
Changing
Text Font Size 9–12
View Setting 9–12
Codes
customer order acknowledgment 2–19
Color Codes
Understanding 9–34
Command Line Mode
running the Data Import Utility 11–33
Commodity Code
Intrastat 3–10
Considerations
before creating Data Import layouts 11–5
Control Points
Adding 9–13
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Deleting 9–13
Converting
Lines to Curves 9–13
Copying
indirect code information 8–5
Cost Distribution Analysis Reports
printing 5–62
Cost Flow
procedure 5–30
Cost Movements
in costing utilities 5–50
Cost of Goods Sold Analysis Reports
printing 5–60
Costing
in the Manufacturing Window 5–23
inventory transactions 5–31
what is 5–2
Costing Definitions
service expense 5–2
Costing Flowchart 5–29
Costing Options, selecting 3–5
Costing Reports, printing 5–60
Costing Tools
overview 5–57
Costing Tools/Audits
what are 5–56
Costing Utilities
manufacturing journals 5–33
product code 5–20
running 5–41
running receipt transaction costing 5–30
using the window 5–40
work in process (wip) journals 5–35
Costs
recalculating 5–64
CPO Layouts
creating 11–11
Creating
ACK layouts 11–8
ASN layouts 11–10
CPO layouts 11–11
CSH layouts 11–14
INV layouts 11–15
New Wokflow Template 9–4
PLN layouts 11–16
Rule Time Complete Statement 9–29
Rule/Step Label Statement 9–28
Rule/Step Status Statement 9–28
Step Time Notified Statement 9–29
Step Time Started Statement 9–29
VPO layouts 11–18
CSH Layouts
creating 11–14
Curves
Converting from Lines 9–13
Customer Order Acknowledgment Codes 2–19
Customer Order Types 3–15
Customer Orders
information in the Data Import Utility 11–35
tips 11–44
Customer Priority Codes 3–15
Customer Types 3–16
Customers
associating to outbound layouts 11–22
D
Data Import Exchange Window 11–24
starting 11–24
using to import and export data 11–24
Data Import Utility
Advance Shipment Notices 11–37
in Command Line Mode 11–33
integration requirements 11–35
shipping information 11–37
Data Inconsistencies 5–56
De-allocation 10–2
Default Layouts 11–8
Defining
record layouts 11–19
Deleting
calendar exceptions 2–7
Control Points 9–13
Document References 6–11
earning codes 8–4
employee information 8–10
indirect codes 8–5
Objects 9–10
Deleting Users
from Task Lists 9–24
Delimited File Style 11–7
Delivery Terms
Intrastat 3–10
Direct Labor/Burden
basic transaction type 5–53
Distributions, recalculating 5–64
Document Categories
Setting up 6–4
Document Handling 6–1
Document Lists
Printing 6–14
Document Maintenance Window
opening 6–4
Document References
Deleting 6–11
Editing 6–11
Documents
Adding 6–9
Referencing 6–15, 9–20
Where Used 6–11
Dotted Box
Using 9–13
E
Earning Codes
deleting 8–4
Infor VISUAL System-wide Features Guide
|
Index – 3
EDI
a glossary of terms 11–38
inbound and outbound process overview 11–5
inbound layout overview 11–5
integration requirements 11–3
outbound layout overview 11–5
planning schedule transaction 830 11–36
requirements 11–3
Transaction 810 11–37
Transaction 830 - Planning Schedule 11–36
Transaction 850 11–36
Transaction 856 11–37
transaction sets 11–38
what is 11–2
Edit Menu 9–7
Editing
Document References 6–10, 6–11
employee information 8–9
Electronic Commerce
what is 11–2
Employee Information
adding 8–8
deleting 8–10
editing 8–9
printing 8–13
Employee Maintenance
starting 8–3
what is 8–2
Entering
adddress layouts 2–32
carriers 2–24
customer order acknowledgment codes 2–19
customer order types 3–15
customer types 3–16
harmonized tariff schedule (HTS) codes 3–17
intrastat maintenance information 3–11
national motor freight codes 2–20
port of arrival information 3–12
Error Logs 11–25
ESL
entering 3–11
Evaluation Sequences
Working with 9–23
Events
dead line 7–5
fixing query error 7–7
generating deadline and recurring 7–5
processing 7–7
recurring 7–5
setting detection 7–6
setting new 7–2
Examining
log files 11–25
Excise Price
Intrastat 3–10
Existing Workflow Template
Opening 9–5
Exporting
data using Data Import Exchange 11–24
Workflows 9–14
F
FIFO 5–23
from Purchases 5–24
layers from issue returns 5–24
layers from receipts and/or adjust in 5–24
printing 5–63
FIFO Layers from Issue Returns
in costing utilities 5–51
FIFO Layers from Purchases
in costing utilities 5–50
FIFO Layers from Receipts and/or Adjust-In
in costing utilities 5–51
File Menu 9–6
File Naming 11–6
File Styles 11–6
File Types 11–6
Finished Goods
in actual costing 5–35, 5–37
in Costing Tools 5–58
journals 5–35
receipts journals 5–38
Fixed File Style 11–6
Fixed Style and Newline 11–7
Fixing Query Error Events 7–7
Flushing
temporary cash tables 11–23
Fold to Material Cost 5–5, 5–11
Font Size
Changing 9–12
Forecasts
tips 11–46
Formats
export in Application Global 2–26
From Country
Intrastat 3–10
G
G/L Accounts
setting up 3–7
General Information
setting 3–4
Generate Data Import Layouts Window
starting 11–5
using 11–8
4–Index
|
Infor VISUAL System-wide Features Guide
H
Harmonized Tariff Schedule (HTS) Codes 3–17
Help Menu 9–8
Hidden Fields 11–8
I
Importing
data using Data Import Exchange 11–24
Workflows 9–15
Indirect Codes
copying information 8–5
deleting 8–5
Working with 8–4
Indirect Labor
basic transaction type 5–54
in costing tools 5–59
Indirect Labor Journals 5–37
Insert/Update Logs 11–31
Integration
requirements 11–3
what is 11–3
Integration Requirements
for the Data Import Utility 11–35
Intrastat
entering maintenance information 3–11
Intrastat Information
setting 3–8
INV Layouts
creating 11–15
Inventory
adjustments 5–53
Inventory Adjustment Journals 5–39
Inventory Balances, recalculating 5–66
Inventory Issue 5–52
Inventory Transaction
costing 5–31
Inventory Transactions
A/ P invoice-based 5–27
Accounts Payable 5–25
adjustments in/out (inventory) 5–25
direct labor/burden 5–26
indirect labor 5–26
inventory issue/issue returns 5–25
Multi-Currency System Cost Flow
in Manufacturing Costing 5–51
P/O receipts 5–25
purchase order based 5–27
services 5–25
shipments (sales) 5–26
types 5–24
warehouse transferred 5–25
Inventory Valuation 5–23
in costing utilities 5–50
Invoice Information 11–37
Invoices
tips 11–45
transactions for the Data Import Utility 11–37
Issue Burden 5–33
Issue Returns
basic transaction type 5–52
J
Joining tables in the Data Import Utility 11–21
Journal Preparation Analysis Reports, printing 5–63
Journals
example postings for 5–38
finished goods 5–35
finished goods receipts 5–38
indirect labor 5–37, 5–39
inventory adjustment 5–37, 5–39
manufacturing 5–33
purchase 5–34
purchase receipt 5–34, 5–38
sales (shipments) 5–39
shipments 5–36
shipping in actual costing 5–36
wip 5–35
work order 5–38
K
Keep Separate Costs 5–5, 5–12
L
Labor Costs 5–18
Labor Efficiency Variance 5–22
Labor Rate Variance 5–22
Labor Variance 5–22
Layouts
associating outbound in the Data Import Utility 11–22
inbound for planning information 11–36
inbound in EDI 11–5
outbound in EDI 11–5
Length Discrepancies
printing 11–22
Lines
Converting to Curves 9–13
Log Files
examining 11–25
M
Main Toolbar
Using 9–8
Making
Multiple Objects 9–12
Mandatory Fields 11–8
Manufacturing Cost 5–23
Manufacturing Cost Flow
overview 5–28
Infor VISUAL System-wide Features Guide
|
Index – 5
Manufacturing Journals, preparing 5–33
Manufacturing Variances 5–21
Margin Report 5–61
Marking
Step Done 9–35
Step Undone 9–36
Material Costs 5–33
Material Variance 5–21
Menu Bar 9–6
Mode of Transport
Intrastat 3–10
Movement Date
Intrastat 3–10
Moving
Objects 9–11
Multi-Currency
in costing 5–49
Multi-Currency System Cost Flow 5–51
Multiple Objects
Making 9–12
Selecting 9–11
N
National Motor Freight Codes
deleting 2–20
entering 2–20
Nature of Trans
Intrastat 3–10
Net Mass
Intrastat 3–10
New Workflow Template
Creating 9–4
Number of consignments
Intrastat 3–11
O
Objects
Adding 9–10
Aligning 9–11
Deleting 9–10
Moving 9–11
Resizing 9–11
Rotating 9–10
Opening
document maintenance window 6–4
Existing Workflow Template 9–5
Workflow Tracker 9–34
Options Menu Choices
accessibility 11–7
Order Management
entering customer order types 3–15
entering customer priority codes 3–15
entering customer types 3–16
entering global WIP/VAS values 3–16
entering HTS codes 3–17
entering part alias types 3–18
setting global values 3–13
Orig Country
Intrastat 3–10
Outbound Layout Process Overview 11–5
Override Accounts
adjustment 5–20
cost of goods sold 5–20
inventory 5–20
revenue account 5–20
variance 5–20
work in process 5–20
P
P/O Accrual Analysis Reports
printing 5–62
P/O Receipts
basic transaction type 5–52
Part Aliases
types 3–18
Part Maintenance
in Costing 5–19, 5–21
PLN Layouts
creating 11–16
Port of Arrival
Intrastat 3–11
Port of Transshipment
Intrastat 3–11
Postings, examples for journals 5–38
Preparing
manufacturing journals 5–33
Print Details Menu
Using 9–14
Printing
cost distribution analysis reports 5–62
cost of goods sold analysis reports 5–60
costing reports 5–60
Document Lists 6–14
Employee Maintenance 8–13
FIFO analysis reports 5–63
journal preparation analysis reports 5–63
length discrepancies 11–22
P/O accrual analysis reports 5–62
Tracker Diagram 9–36
Work Area 9–14
Processing
events in Message Maintenance 7–7
new events 7–7
Product Code
G/L interface account table overrides 5–20
Product Codes
accounts by 5–20
Projected Cost
determining whether to use 5–28
what is 5–27
Properties
Adding to steps 9–18
6–Index
|
Infor VISUAL System-wide Features Guide
Purchase Journals 5–34
Purchase Orders
EDI Transaction 850 11–36
Purchase Price Variance
material variance 5–22
Purchase Receipt
journals 5–38
Purchase Receipt Journals 5–34, 5–35
Purchase Receipts 5–29
Purchases
in Costing Tools 5–58
R
Recalculating
balances 5–64
costs 5–64
distributions 5–64
inventory balances 5–66
standard costs 5–65
WIP Balances 5–66
Record Layouts
defining 11–19
Record Naming 11–6
Reference
Intrastat 3–10
Referencing
Documents 6–15, 9–20
Region
Intrastat 3–10
Reporting
invoices charged directly to WOs 5–39
Resizing
Objects 9–11
Rework 5–23
Right-click Menus
Using 9–15
Rotating
Objects 9–10
Rule Lines
Adding 9–12
Adding Control Points 9–13
Rule Properties
Adding 9–22
Rule Status Information
Viewing 9–35
Rule Table
Working with 9–28
Rule Time Complete Statement
Creating 9–30
Rule/Step Label Statement
Creating 9–28
Rule/Step Status Statement
Creating 9–28
Rules
Working with 9–22
Running
Allocation Utility preferences 10–3
Costing Utilities 5–41
the Data Import Utility in Command Line Mode 11–33
Running Receipt Transaction Costing
costing utilities 5–30
S
Sales (Shipments)
journals 5–39
Same Size
Making Multiple Objects 9–12
Selecting
costing between levels method 5–11, 5–13
Multiple Objects 9–11
Selecting Workflow Preferences 9–32
Sequencing 10–2
Service Charges
setting defaults 4–22
Services
basic transaction type 5–52
Session ID Preferences
setting 11–33
Setting 2–25
event detection 7–6
new events in Message Maintenance 7–2
order management default values 3–13
session ID preferences 11–33
Setting Program Preferences 2–37
Setting Up
Allocation Utility preferences 10–3
document categories 6–4
G/L accounts 3–7
VAT books 3–6
VAT percentages 3–7
Shifts, defining 8–5
Shipments (Sales)
basic transaction type 5–54
Shipments Journals 5–36
Shipping
outbound information in the Data Import Utili 11–37
Shipping Journals
in Actual Costing 5–36
Shop Resource Maintenance
costing information 5–18
Special Notes
EDI 11–46
Specifying
ESL information 3–11
reporting information for shipment of goods report 3–
11
Standard
shipments 5–26
Standard Costs
recalculating 5–65
Starting
Employee Maintenance 8–3
Generate Data Import Layouts Window 11–5
the Data Import Exchange Window 11–24
Infor VISUAL System-wide Features Guide
|
Index – 7
Workflow 9–4
Statements
Working with 9–26
Status Area
Using 9–10
Status Information
Viewing 9–21
Step Done
Marking 9–35
Step Status Information
Viewing 9–35
Step Time Notified Statement
Creating 9–29
Step Time Started Statement
Creating 9–29
Step Undone
Marking 9–36
Steps
Working with 9–18
Successful Exporting
tips 11–44
Successful Importing
tips 11–44
Successful Transactions Logs 11–27
Supplement Unit
Intrastat 3–10
T
Tab Access 11–6
Table Overrides
product code G/L interface account 520
Tables
joining in Data Interchange 11–21
Tariff Code
Intrastat 3–10
Task Lists
Deleting Users 9–24
Tasks
Working with 9–23
Temporary Cash Tables
flushing 11–23
To Country
Intrastat 3–10
Tokens 7–4
Tracker Diagram
Printing 9–36
Tracking Currency Conversion Utility
in Manufacturing Costing 5–54
Transaction Types (Basics) 5–25
Transactions
ANSI X12 sets 11–38
in the Data Import Utility 11–36
U
Unapplied labor 5–23
Understanding
Color Codes 9–34
Workflow Components 9–6
Understanding Allocation 10–4
Using
Dotted Box 9–13
generate the Data Interchange layout window 11–8
Main Toolbar 9–8
Print Details Menu 9–14
Right-click Menus 9–15
Rule Table 9–28
Status Area 9–10
the Costing Utilities Window 5–40
Vertical Toolbar 9–9
Work Area 9–10
V
Variance
labor 5–22
labor efficiency 5–22
labor rate 5–22
manufacturing 5–21
material 5–21
purchase price 5–22
standard costing 5–4
VAT
entering general information 3–5
setting information 3–5
VAT books
setting up 3–6
VAT categories
setting up 3–8
VAT Percentages
setting up 3–7
Vertical Toolbar
Using 9–9
View Menu 9–7
View Setting
Changing 9–12
Viewing
Rule Status Information 9–35
Status Information 9–21
Step Status Information 9–35
Where Used list 6–11
Workflow Status Codes 9–30
VMDIXCHG.LOG 11–33
VPO Layouts
creating 11–18
W
Warehouse Transfers
basic transaction type 5–53
8–Index
|
Infor VISUAL System-wide Features Guide
What is
actual and projected cost 5–27
Data Interchange? 11–2
EDI 11–2
electronic commerce 11–2
Employee Maintenance? 8–2
integration 11–3
Manufacturing Costing 5–2
Message Maintenance? 7–2
the Allocation Utility? 10–1
What is?
Workflow 9–1
WIP 5–35
balances In Costing Tools 5–59
in Costing Tools 5–58
recalculating balances 5–66
WIP / Costing 5–47
WIP/VAS 3–16
Work Area
Adding Objects 9–10
Adding Rule Lines 9–12
Aligning Objects 9–11
Deleting Objects 9–10
Moving Objects 9–11
Printing 9–14
Resizing Objects 9–11
Rotating Objects 9–10
Selecting Multiple Objects 9–11
Using 9–10
Work In Process (WIP) Journals 5–35
Work Order Journals 5–38
Workflow
building templates 9–17
preliminary requirements 9–2
starting 9–4
What is? 9–2
working with steps 9–18
Workflow Components
Understanding 9–6
Workflow Preferences 9–32
Workflow Status Codes
Changing Status Text to Another Language 9–31
Opening 9–30
Viewing 9–30
Workflow Tracker
Opening 9–34
Using 9–34
Workflows
Exporting 9–14
Importing 9–15
Working with
Authorizations 9–24
Evaluation Sequences 9–23
Rules 9–22
Statements 9–26
Tasks 9–23